The Estee Lauder Companies Administrative Assistant in Blaine, Minnesota
Position Summary: This position exists to provide administrative assistance to the Global Creative leadership team.
Schedule appointments, meetings and coordinate calendars for SVP Global Creative and Vice President of Creative Operations. Schedule additional meetings for Creative department team leaders as needed.
Coordinate travel for the SVP Global Creative, VP Creative Operations and Creative Department team members in accordance with company policy and personal preferences.
Compile and manage expense reports for SVP Global Creative & Vice President of Creative Operations.
Develop and produce PowerPoint presentations and Excel spreadsheets as requested by SVP Global Creative, VP Creative Operations and Creative Team Leaders.
Facilitate communication through daily e-mail analysis, management of incoming phone calls and logs, and other electronic communications for VP Creative Operations
Proactively support VP Creative Operations with essential day-to-day follow-up for any Creative Department projects; interact with Consumer & Product Marketing, Creative Operations, Consumer Engagement, Global Communications, Regional Marketing, Sales and Creative team members to communicate and/or receive any key information, needs, feedback, or direction.
Create, manage and update Creative project milestone calendars/excel spreadsheets; proactively review all upcoming dates and meetings regularly to identify conflicts early and propose solutions to meet launch and project timelines.
Research information and develop/prepare any supporting data needed in preparation for meetings, work projects and reports.
Support VP Creative Operations and Creative ED’s with fiscal year department and team budget development; proactively track, review and ensure accuracy of monthly billing for Creative cost centers and follow up with Finance regarding any discrepancies or reallocations.
Work with ED Creative Production to track costs within production budget cost center.
Prepare purchase orders in SAP for vendors, freelancers and all department supplies; follow-up as required.
Support Creative Department with all technology, hardware and software needs, licenses and systems and help to quickly resolve any challenges with GIS support.
Order, set-up, monitor and adjust as necessary electronic devices and their usage plans for SVP Global Creative, VP Creative Operations and Creative team members through Tangoe.
Maintain department materials by regular ordering of both equipment and supplies related to department’s daily workflow needs.
Support Creative Team leaders with onboarding of new employees; ensure required new employee online forms/paperwork are submitted through OneSource/HR Connect timely so all protocols are followed to ensure all needs and access to systems are met and in-place prior to start date.
Support Creative Operations Copy Manager with legal and trademark submissions, tracking, communication and internal routing of work request tickets as needed.
Maintain filing and records management system along with other office flow needs and procedures (i.e., mail distribution, PTO tracking, Contractor tracking and Trademark/Legal support). This also includes cataloging and electronically storing conceptual creative presentations.
Coordinate contractor, freelancer and temporary help within Creative department under direction of the VP Creative Operations and Creative team leaders. Work with ELC/Randstad to initiate and manage the requisition through the Fieldglass system; be key point of contact between all key stakeholders – Creative team leaders, ELC/Randstad & Aveda Global Talent.
Initiate required paperwork to ensure all contractor, freelancer and temporary help needs are met and in-place prior to start dates; track invoices, payments and contracts, and create and manage budget reports for each team within Creative Department.
Maintain and keep current established working relationships with Creative temp agencies; keep contractor/freelance/temp tracking document current.
Interface with appropriate Aveda/ELC personnel on team member, freelancer, contractor or intern set-up, clean-up, or internal moves (including GIS, Office Services and HR).
Maintain and provide general oversight of the Creative Studio and Test Store; ensure that the room is always presentable and ready for any meetings or creative presentations. Keep magazines organized and up-to-date for easy reference.
Monitor and maintain office equipment; support Production team as necessary.
Follow up with Creative team leaders to ensure freelance, contractor and temporary staff save all their final creative documents, layouts or assets to the Creative server.
Update and maintain all postings for Global Creative Department on the Aveda Intranet
Other duties as assigned
Minimum Education Level: High school diploma or equivalent, some college preferred
Minimum Years of Experience: 5 years professional administrative experience with design or creative firm experience preferred
Additional Job Specifications:
Strong organizational skills
Excellent written and verbal communication skills
Demonstrated proficiency in Microsoft Excel, Word, Outlook, and PowerPoint
Experience with Adobe Creative Suite desirable
Primary Location: Americas-US-MN-Blaine
Job Type: Standard
Shift: 1st (Day) Shift
We are an equal opportunity employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply.
Job Number: 190636