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Sr. Administrative Assistant
Revlon
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
Major Duties:
Key functions and responsibilities of the role include the following:
Administrative Support
• Heavy calendar management including the coordination of complex executive meetings, and facilitating customer meetings. Requires interaction with both internal and external high level executives and assistants
◦ Includes: checking for availability, sending meeting invitations, obtaining rooms, setting up bridge lines, catering (if within company policy), confirmation of attendance, sending reminders and rescheduling as needed, and providing relevant materials when available.
• Extensive travel arrangements (domestic & international) made within company policy.
◦ Includes: booking air, car and hotel; generates itinerary with all contact numbers and information and
attaches necessary documentation needed for trip; updates calendar with all information.
• Create, update and submit expense reports in a timely manner.
• Maintains, and monitors executive office records, files, and logs; interprets and explains complex organizational policies, rules, and regulations in response to requests, or refers inquiries as appropriate.
◦ Photocopies and distributes documents as needed; opens and distributes mail; processes overnight deliveries.
◦ Answers phones and directs all incoming calls to appropriate party promptly and efficiently; takes and transmits messages in a professional manner.
• Types, edits, and stores memos/documents with attention to detail; independently develops responses to letters and correspondence on behalf of executive, as appropriate.
◦ Prepares and edits visual presentations in PowerPoint.
Back-up Administrative Support
• Must also be prepared to work in tandem with the President, North America and his Executive Assistant to provide support to the NA Region Team, as needed.
• Provides back-up support for other executive assistants during emergencies, sick and vacation time.
Project Management
• Prioritizes and manages multiple time-sensitive projects simultaneously, and follows through on issues in a timely manner; independently follows-up on deliverables due to executive(s), as appropriate.
• Checks deadlines on incoming requests and puts preliminary work in play.
Professional and Positive Representative of Company
• Represents the Company in a positive, friendly and professional manner to both internal and external contacts; receives and directs visitors in a professional manner.
• Be prepared for extensive interaction with our sales force and customers.
• Independently performs confidential office/administrative duties with speed, accuracy and a positive pleasant demeanor; creates and maintains highest levels of confidentiality when dealing with proprietary information
Knowledge & Skills:
Must have a minimum of 5 years experience as an executive assistant
Must have demonstrated experience proactively identifying and analyzing problems, generating alternative solutions, and making decisions on choices with minimal or no supervision.
Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting multiple executives
Must be able to work well without supervision.
Must be able to work in a team environment, determine priorities and assume initiative.
Must be flexible and able to work in a fast paced environment handling multiple and changing priorities.
Must be detail-oriented.
Must exhibit effective interpersonal skills with an emphasis on customer service
Must have strong verbal and written communication skills
Must be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook and Sharepoint)
Must be flexible with working overtime hours
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.
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