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Administrative Assistant, Global Store Design
Estee Lauder
New York, NY, United States
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Administrative Assistant, Global Store Design, MAC
Description
POSITION SUMMARY:
The overall objective of the Administrative Assistant is to organize and maintain the established internal structure of the Store Design department, while supporting all daily tasks. This position supports the Vice President and the Project Coordinator.
PRINCIPLE ACCOUNTABILITIES:
• FILE ALL PHOTOS AND PROJECT FOLDERS
• COORDINATE & ARRANGE TRAVEL RESERVATIONS AND AGENDAS
• FILE AND MAINTAIN ALL CONFERENCE CALL MINUTES
• MAINTAIN AND MONITOR ALL OFFICE SUPPLIES THROUGH ORDERING FROM STAPLES
• COORDINATE AND MONITOR ALL MEETINGS, EVENTS AND APPOINTMENTS
• FACILITATE ALL GENERAL BUSINESS AND ADMINISTRATION REQUESTS FOR STORE DESIGN DEPARTMENT
• MAINTAIN & SERVICE ALL DEPARTMENTAL OFFICE EQUIPMENT AND CONTRACTS THROUGH OUTSIDE VENDORS AND/OR OFFICE SERVICES
• ASSIST AND/OR PREPARE DEPARTMENTAL PRESENTATIONS
• MAINTAIN AND ISSUE ALL FORCASTING DATABASES AND FORWARD TO RESPECTIVE VENDORS
• PROCESS ALL INCOMING/OUTGOING FAXES,MAIL AND DELIVERIES, DISTRIBUTING THEM TO STAFF AND/OR VENDORS
• REVIEW AND PROCESS ALL DEPARTMENTAL INVOICES & PURCHASE ORDERS FOR ALL VENDORS/SUPPLIERS
• ANSWER PHONE CALLS AND ADMINISTER MESSAGES AND/OR REQUESTS
• MAINTAIN UPDATED PICTURE ARCHIVE AND UPLOAD PHOTOS TO INTERNATIONAL MARKETING WEBSITE
• MAINTAIN UPDATED GLOBAL MAPS WITH ALL RECENT STORE OPENINGS AND CURRENT PROJECTS
• MAINTAIN AND ORGANIZE DEPARTMENTAL ARCHIVES OF SAMPLES, LITERATURE AND SOFTWARE
• PRINT OUT INCOMING PHOTOS AND DISTRIBUTE
Qualifications
POSITION REQUIREMENTS:
• MS OFFICE, OUTLOOK, WORD, EXCEL, POWERPOINT
• VERY BASIC PHOTOSHOP
• 2+ YEARS RELATED EXPERIENCE