The Estee Lauder Companies Administrative Assistant in Blaine, Minnesota

Administrative Assistant

Brand: Aveda

Description

Position Summary: This position exists to provide administrative assistance to the Global Creative leadership team.

Job Description:

  • 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

Qualifications

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

Job: Administrative

Primary Location: Americas-US-MN-Blaine

Job Type: Standard

Schedule: Full-time

Shift: 1st (Day) Shift

Travel: No

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

Job Number: 190636