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Administrative Assistant
Estee Lauder
New York, NY, United States
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Description
Administrative Assistant, OneSource
This role will serve in providing administrative support to 2 Leaders of the OneSource Management team (VP Global HR Shared Services and Global Vendor Management and Operations Lead) and help to attain departmental goals and objectives. He/she will plan, organize, and complete work supporting these goals and objectives in an accurate, professional, and timely manner.
• Calendar management, including coordination of complex internal meetings across multiple time zones, and management of calendar conflicts
• Screen incoming telephone calls, relaying detailed messages as appropriate and redirect callers as needed.
• Arrange & organize domestic and international travel including travel itineraries.
• Spearhead and organize key meetings including but not limited to, coordinating meeting rooms, meeting materials, catering, etc.
• Responsible for planning, managing, and coordinating meetings and events (if applicable).
• Prepares expense reports on a timely basis ensuring information is accurate, complete and includes all supporting documentation
• Support the on-boarding and off-boarding of direct reports by leveraging appropriate processes/partners/tools to submit requests
• Liaises between managers and other team members as needed
• Organize regular team meetings, 1:1s with Direct Reports, and staff meetings.
• Order and organize all office supplies; coordinate office service requests as needed.
• Monitor mail/email, sort/file, respond and act accordingly.
• Prepare, edit and distribute memos and emails as needed.
• Handle additional responsibilities and projects as required.
Qualifications
• 3+ years providing administrative support to senior level executives
• Display professionalism, diplomacy and discretion when handling matters of a confidential nature
• Must be highly organized and detail-oriented, while also being able to grasp the “big picture”
• Excellent communication and interpersonal skills.
• Proficient computer skills including Microsoft Office applications – Outlook, Word, Excel, PowerPoint.
• Ability to handle multiple projects and tasks with critical and accelerated time frames while adapting to changing priorities/schedules.
• Ability to handle confidential matters.
• Strong sense of urgency, customer service skills
• Ability to work in a fast paced environment
• Superior follow-up and follow-through skills
• Comfortable dealing with all levels of employees and external contacts
• A team oriented individual who works effectively at all levels and remains calm under pressure
• Presenting a high degree of professionalism and a commitment to excellence is essential