The Estee Lauder Companies Administrative Assistant in New York, New York
Brand: Estée Lauder Companies Corporate Departments
The Administrative Assistant primary role will be to support the Senior Vice President with administrative duties. The Administrative Assistant will achieve this goal by overseeing assigned projects or activities, coordinating daily schedules/calendar, preparing for meetings and managing travel. The ideal candidate will function under tight deadlines in a fast-paced, highly demanding work environment while exhibiting excellent customer service and professionalism in all interactions.
Represent the Senior Vice President in an energetic, confident, and positive manner, while displaying professionalism, diplomacy, and discretion. Build and maintain relationships in the ELC organization.
Organize daily work flow for the Senior Vice President. Prepare and manage any correspondence, reports, presentations, etc. as needed. Organize and maintain filing system Manage Outlook calendars and handle all scheduling matters. Schedule appointments and meetings. Coordinate and update any meeting request changes that occur during the day.
Provide administrative support to ensure effective and efficient meetings. Prepare agendas and issue meeting minutes when required. Gather and organize meeting materials in advance. Reserve conference rooms and work with Office Services for room-setups, audio-visual needs, security, transportation of materials, catering, etc.
Proven ability to handle confidential information with discretion
Coordinate complex travel arrangements and detailed itineraries. Manage domestic/international travel: flights, visas, car services, travel itineraries, pre documents.
Interface appropriately with a broad array of internal and external stakeholders, including senior executives, employees at all levels and external callers and vendors
Perform project work as requested
Process monthly expense reports. Manage incoming bills and statements related to expense report processing.
Manage departmental budget and work directly with the finance team. Maintain departmental budget on excel spreadsheet. Maintain SOW’s (Statement of Work) forward to finance for creation of PO’s , processing invoices, handling all correspondence as related to finances for Department.
Handle incoming telephone calls and take action as required. Screen telephone calls when appropriate and pro-actively handle any routine matters and requests
Order office supplies and handle other office related procurement activities as needed. Manage any bills and invoices related to departmental procurement
Position requires 3 years’ experience in a corporate environment providing administrative support for a senior level executive
Exemplary professionalism, diplomacy and discretion when handling matters of a confidential nature
Excellent communication, writing and organizational skills
Highly detail-oriented, while also being able to grasp the “big picture”
Ability to proactively to anticipate needs and potential problems and take independent action as appropriate using good judgment and discretion to resolve issues
Strong computer skills are essential. Expertise on Outlook and the MS-Office product suite is a necessity, including Word, Excel and PowerPoint
Perform project work as requested
The ability to remain calm under pressure, and a commitment to excellence are required
Ability to work well in a collaborative environment and interact effectively with all levels of management and employees
Results oriented with the ability to complete assignments in a timely manner
Ability to handle multiple priorities and make clear and timely decisions
Ability to work with minimal supervision, set goals, create and implement action plans and monitor progress towards goals
Highly developed customer service skills
Job: Finance & Accounting
Primary Location: Americas-US-NY-New York
Job Type: Standard
Shift: 1st (Day) Shift
Job Number: 163901