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Administrative Assistant to the Group President International
Estee Lauder
New York, NY, United States
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Description
The Administrative Assistant’s primary role is to facilitate and support the day-to-day responsibilities of the Group President, International. They will achieve this goal by overseeing assigned projects or activities, coordinating daily schedules/calendar and preparing for meetings. The Administrative Assistant will provide a high-touch approach to administrative duties, while working in conjunction with the Executive Assistant.
The ideal candidate is extremely detail-oriented, flexible, solution-oriented, ability to work in a fast-paced, highly demanding work environment while always exhibiting exceptional customer service and professionalism in all interactions.
Key Responsibilities:
• Execute all tasks with operational excellence.
• Strategically manage Outlook calendar and handle all scheduling matters (schedule appointments and meetings). Coordinate and update any meeting request changes that occur during the day.
• Gather and organize meeting materials in advance for Group President, International.
• Reserve conference rooms and work with Office Services for room-setups, audio-visual needs, transportation, catering, etc.
• Review and prioritize President’s emails and escalating critical matters for resolution.
• Handle incoming telephone calls and take action as required. Screen telephone calls when appropriate and pro-actively handle any routine matters and requests.
Work in hand-in-hand with Executive Assistant and assist with various meetings and events.
• Anticipate the needs of the office and ensure all required resources are on hand.
• Proven ability to handle confidential information with discretion.
• Provide temporary administrative support when needed to visiting regional presidents, and executives. Work with regional executive assistants for coordination as necessary.
• Be a resource for the regional executive assistants and International cluster.
• Perform project work as requested.
• Organize and maintain filing system, order office supplies as necessary.
• Have strong knowledge of:
◦ Coordinating complex travel itineraries.
◦ Tracking and compiling expense reports.
Qualifications
• Position requires 3+ 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.
• Proficient in additional language(s) preferred.