The Estee Lauder Companies Administrative Assistant to VP NOAM EVM and VP NOAM Marketing, MAC in New York, New York10176

Administrative Assistant to VP NOAM EVM and VP NOAM Marketing, MAC

Brand: MAC

Description

POSITION SUMMARY:

The Administrative Assistant provides support to both the Vice Presidents of North America Events & Visual Merchandising and Vice President of Marketing; based out of the New York Office. The Administrative Assistant must be exceptional with computer skills, including expert-level knowledge of Excel, Outlook, PowerPoint and Oracle-type web-based software databases. They must be extremely organized, able to thrive in a fast-paced, multi-faceted environment and be able to demonstrate strong handling of multiple projects at the same time. They also must possess strong communication skills for in person, phone/video conference and email correspondence.

PRINCIPLE ACCOUNTABILITIES:

  • Administrative Responsibilities:

  • Manage agendas, support all scheduling and calendar maintenance for the Vice Presidents

  • Communicate key meetings and calendar invitations as needed.

  • Schedule and book travel for the Vice Presidents,; maintaining tracking and budgeting for T&E purposes.

  • Issue and write memos on behalf of the Vice Presidents and department as directed.

  • Organize work flow and tasks within the E&VM New York office to assure a clean and orderly environment.

  • Order Supplies and assure that the E&VM and Marketing offices are well stocked and team members have all items that they need.

  • Manage all incoming phone calls

  • Assist Vice President with personal requirements as needed.

Financial Responsibilities:

  • Assist with budget maintenance and projections for the VPs based on travel calendars.

  • Process GERS / Expense Reports for the Vice Presidents,

  • Assemble and log all receipts for Expense Reports for submission in accordance with Corporate Directives.

  • Manage all invoicing and PO processing for invoices relative to Collateral, Advertising, Visual Merchandising and Events.

  • Track and reconcile Collateral, Advertising, Visual Merchandising and Events budget to provide clarity and status to financial teams.

Presentation & Field Support:

  • Prepare presentations in PowerPoint as needed for the Vice Presidents and the department.

  • Consolidate information from different departments to create and issue monthly consumer highlights presentation

  • Be main contact and support Antuit agency for creation and issuance of monthly NPD deck

  • File and assemble folders of photos and data to support presentation creation on an on-going basis with team members.

  • Collect recap data from the Field as needed to assemble for reports and presentations.

  • Organize department meetings and appearances for both internal and external meetings.

Qualifications

POSITION REQUIREMENTS:

Qualifications / Skills:

Years of Related Experience : 2 years related experience; assistant experience in a large corporation / high-profile brand preferred

Education: College degree preferred

Job-Related Skills:

  • Excellent communication & organizational skills (oral and written).

  • Extensive knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook)

  • Experience with travel booking & meeting coordination

  • Understanding of web-based databases, Adobe design knowledge helpful (Photoshop, Illustrator)

Job-Related Experience :Knowledge of meeting presentations helpful.

Financial support and spreadsheet expertise

Analytical/Interpretive Skills: Ability to work in a fast paced environment and handle multiple deadline-oriented projects.

Communication Skills: Excellent customer service, communication and organizational skills. Professional attitude and ability to be flexible and handle change in a positive and calm manner.

Effort: This position requires excellent communication skills to be performed on a daily basis. This position requires moderate physical effort. Some unpacking and packing of materials will be required associated with supplies and other office-related goods.

Working Conditions: New York office; meetings and trainings as required.

Job: Administrative

Primary Location: Americas-US-NY-New York

Job Type: Standard

Schedule: Full-time

Shift: 1st (Day) Shift

We are an equal opportunity employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. Job Number: 174872