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Executive Assistant to the President of Latin America
Estee Lauder
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
POSITION SUMMARY:
This position will provide administrative support the Regional President LATAM regarding, administrative and analytical tasks, travel arrangements, meetings coordination and managing agendas. Often of a confidential nature. Coordination as well with Latin America Markets and special Projects for Latam Region.
KEY RESPONSIBILITIES:
• Manage Outlook calendars and handle all scheduling matters. Schedule appointments and meetings. Coordinate and update any meeting request changes that occur during the day.
• Ensure effective and efficient meeting and event planning. Plan between 6-8 yearly complex offsite meetings and special events in conjunction with the Regional teams throughout Latin America. Responsible for negotiating contracts with all vendors, liaising with creative teams, and accountable for maintaining and staying within budget.
• Minute and summary meetings.
• Provide the needed administrative support, which may include, but not limited to preparing 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. Coordinate multi-person conference calls for Finance VP.
• Organize and coordinate complex international and domestic travel arrangements and detailed itineraries for both the Latam President and Finance VP.
• Prepare and organize itineraries for incoming visitors/retailers. Provide temporary administrative support when needed to visiting executives. Receive external visitors and ensure they are properly escorted at all times.
• Process monthly expense reports for both the Latam President and Finance VP. Manage incoming bills and statements related to expense report processing. Manage any bills and invoices related to departmental procurement.
• Handle incoming telephone calls and take action as required; problem solve. Screen telephone calls when appropriate and proactively handle any routine matters and other requests that need to be dealt with.
• Order office supplies and handle other office related procurement activities as needed.
• Assist with projects as needed. These include reports, spreadsheets, presentations, etc. Handle independent projects and other duties as assigned.
• Prepare and manage any correspondence, reports, presentations as needed.
• Organize and maintain filing system.
Qualifications
Experience Required:
• Position requires a minimum of 5 years executive administrative experience
• Native Spanish language preferred.
• English a must for interaction with international regions/retailers.
• Must have advanced PowerPoint skills
• Must be highly organized and detail-oriented, while also being able to grasp the "big picture".
• Ability to manage interruptions and distractions while multi-task in effectively.
• Display professionalism, diplomacy and discretion especially when handling matters of a confidential nature.
• Exhibit excellent communication, writing, and organizational skills; ability to remain calm under pressure; proactive planning skills a must.
• Must have a strong work ethic with a high level of integrity
• Ability to travel internationally once or twice a year (as needed)