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Administrative Assistant
Estee Lauder
New York, NY, United States
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Administrative Assistant, SVP/GM International, Estee Lauder
Description
ACCOUNTABILITIES:
Calendar: actively manage SVPs calendar on a daily basis:
• Manage & maintain the SVP’s daily schedule
• Schedule regular business/status meetings, maintain busy calendar (Outlook), anticipate & resolve conflicts
• Screen incoming calls, relay detailed messages as appropriate, re-direct callers as needed
• Monitor mail/email/fax, sort/file, respond and act accordingly
Business Content Creation: prepare, update business & brand presentations regularly:
• Strong skills required to create and update charts; embed videos, images, photographs, etc.
• Assist with international business analysis projects as needed
Meeting Management: work with regional, brand colleagues & Corporate Travel Agency:
• Plan heavy international travel, travel itineraries, market visits etc
• Actively manage logistics for international retailer and other internal meetings
• Coordinate meeting rooms, video conferences and catering as needed, anticipate prep & strike time
• Plan and coordinate logistics of Regional Roundtable meetings eg: shipping, hotel contracts, catering, manage attendee list, agenda, etc. Light travel may be required.
Expense Management: reconcile and process expense reports for SVP:
• Resolve discrepancies or issues with vendors; process and reconcile invoices using SRM system
• Anticipate, order and organize office supplies and ELC ‘no charge’ product orders in a timely manner
Administrative Support for International Department:
• Provide light administrative support to the Vice President, Regional Brand Director, Latin America
• Understand, update and maintain contact list of International Brand, Marketing Managers and Regionals
• Manage office services requests and mail room services as needed
• Create and maintain filing system
QUALIFICATIONS:
• Position requires 3+ years of related work experience
• College degree
• Superior organizational skills
• Excellent communication and interpersonal skills; ability to drive projects in efficient and diplomatic manner
• Demonstrate analytical ability and prioritization skills
• Excellent proficiency in computer skills and software including Microsoft Office applications: Outlook, Word, Excel, PowerPoint, (KeyNote a plus) etc
• Technical understanding of printing and video media a plus
• Ability to proactively and effectively collaborate with internal cross-functional partners
• Must have ability to handle multiple projects and tasks with critical and accelerated time frames, adapting to changing priorities and schedule
• Foreign language skills/ cultural sensibility a plus