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Administrative Assistant, Global Supply Chain
Estee Lauder
New York, NY, United States
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Description
Provide strong administrative support to the Senior Vice President, Global Supply Chain COE
Organize daily work flow for VPs. Prepare and manage any correspondence, reports, presentations, etc. as needed. Sort and review mail on daily basis. Organize and maintain filing system.
Manage Outlook calendars and handle all scheduling matters. Schedule appointments and meetings. Coordinate and update any meeting request changes that occur during the day.
Provide the needed administrative support to ensure effective and efficient meetings. Prepare agendas and issue meeting minutes when required. Gather and organize meeting materials in advance. Reserve conference rooms and work with Office Services for room-setups, audio-visual needs, security, transporting of materials, catering, etc.
Manage monthly and weekly reporting processes. Coordinate meetings including preparing the agenda and presentation decks, maintaining the action register, and issuing meeting notes.
Coordinate travel arrangements and detailed itineraries. Handle domestic and international travel requirements. Process monthly expense reports. Manage incoming bills and statements related to expense report processing.
Prepare and organize itineraries for incoming visitors. Provide temporary administrative support when needed to visiting executives. Receive external visitors and ensure they are properly escorted at all times.
Assist with new employee and/or consultant on-boarding and/or employee transfers into or out of the department. Coordinate with HR, IS, Security, and Office Services to ensure new or transferred employees are able to make an efficient start.
Handle incoming telephone calls and take action as required. Screen telephone calls when appropriate, route calls to right staff members, and proactively handle any routine matters and other requests that can be dealt with by the Assistant.
Order office supplies and handle other office related procurement activities as needed. Manage any bills and invoices related to departmental procurement.
Assist with projects as needed. These include data analysis and reports, spreadsheets, presentations, etc. Handle independent projects and other duties as assigned.
Qualifications
Bachelor’s Degree
3-4 years of experience
5% travel
Position requires at least 3+ years in a corporate environment providing administrative support at an executive or senior executive level.
The successful candidate should have an interest in career advancement and mobility within the Supply Chain organization or related areas.
Strong administrative skills are required. Must be highly organized and detail-oriented, while also being able to grasp the “big picture”.