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Executive Assistant
Estee Lauder
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
Executive Assistant, Prestige and Artisanal Fragrances and ELCV
Description
•Execute all tasks with operational excellence:
•Reviewing and prioritizing President’s emails and escalating critical matters for resolution
•Strategically maintain the calendar and all scheduling matters
•Field incoming calls and inquiries, proactively resolve routine matters
•Coordinating complex travel itineraries
•Tracking and compiling expense reports
•Anticipate the needs of the office and ensure all required resources are on hand
•Organize daily work flow for the President of Prestige and Artisanal Fragrances and ELCV. Prepare and manage any correspondence, reports, presentations, etc. as needed. 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 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, transportation of materials, catering, etc.
•Proven ability to handle confidential information with discretion.
•Coordinate complex travel arrangements and detailed itineraries.
•Interface appropriately with a broad array of internal and external stakeholders, including senior executives, Board members, Executive Leadership Team, Retailers, Licensors and Company employees at all levels and external callers and vendors.
•Organize all logistics of offsite meetings including venues and transportation.
•Process monthly expense reports. Manage incoming bills and statements related to expense report processing.
•Handle incoming telephone calls and take action as required. Screen telephone calls when appropriate and pro-actively handle any routine matters and requests.
•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.
•Perform project work as requested.
•Be a resource for the other administrative departmental staff within the Fragrance cluster and ELCV as the Executive Assistant to the President of Prestige and Artisanal Fragrances and ELCV.
Qualifications
•Position requires 5+ years’ experience in a corporate environment providing administrative support for a senior level executive
•Exemplary professionalism, diplomacy and discretion when handling matters of a confidential nature
•Excellent communication, writing and organizational skills
•Highly detail-oriented, while also being able to grasp the “big picture”
•Ability to proactively to anticipate needs and potential problems and take independent action as appropriate using good judgment and discretion to resolve issues
•Strong computer skills are essential. Expertise on Outlook and the MS-Office product suite is a necessity, including Word, Excel and PowerPoint
•Perform project work as requested
•The ability to remain calm under pressure, and a commitment to excellence are required
•Ability to work well in a collaborative environment and interact effectively with all levels of management and employees
•Results oriented with the ability to complete assignments in a timely manner
•Ability to handle multiple priorities and make clear and timely decisions
•Ability to work with minimal supervision, set goals, create and implement action plans and monitor progress towards goals
•Highly developed customer service skills