"Alerted.org

Description

Executive Assistant, Estée Lauder Companies

POSITION SUMMARY:

The Executive Assistant plays a pivotal role within the organization providing a high level of comprehensive administrative support to Senior Executives and their respective teams. This role requires exceptional organizational skills, discretion, autonomy, independent judgement, and professionalism to manage complex schedules, coordinate high-level meetings, and execute a variety of administrative tasks. The ideal candidate is positive, calm, proactive, detail-oriented, and capable of thriving in a fast-paced, dynamic environment.

This role is planned to support the President, Make Up Category.

KEY RESPONSIBILITIES:

Calendar and Meeting Management:

+ Maintain and coordinate complex executive calendars, scheduling meetings across time zones.

+ Anticipate scheduling needs, including blocking time for preparation and follow-ups to optimize leaders' time.

+ Proactively resolve scheduling conflicts and prioritize appointments based on business needs.

+ Maintain vacation schedule for leader and staff, ensuring proper coverage throughout the year.

+ Screen incoming calls, relay detailed messages.

Travel and Expense Management:

+ Arrange domestic and international travel, including flights, accommodations, visas, ground transportation and logistics.

+ Prepare detailed itineraries and meeting schedules.

+ Troubleshoot last-minute changes with appropriate resolution and follow up as needed.

+ Prepare, process, and reconcile expense reports in a timely manner.

Meeting Preparation and Support:

+ Coordinate meeting logistics, including conference room reservations and setup, AV equipment, catering, document preparation, distribution of materials, etc., as needed

+ Organize agendas, compile necessary documents in advance, and provide materials for meetings.

+ Attend meetings, take detailed notes, and track action items for follow-up.

+ Set up high level meetings with senior management and/or across several different time zones.

Office and Project Coordination

+ Serve as the point of contact for internal and external stakeholders.

+ Coordinate office activities and operations to ensure the office environment runs smoothly and productively.

+ Coordinate onboarding for new hires, including system access, workspace setup, and orientation materials.

+ Handle the ordering, budgeting and management of office supplies and equipment.

+ Process vendor invoices and maintain budget tracking as required.

+ Review all mail delivered to office.

Communication and Documentation

+ Draft, proofread, and edit confidential correspondence, reports, plans and PowerPoint presentations.

+ Ensure timely communication between executives and stakeholders.

Ad Hoc Support

+ Assist with special projects and initiatives as assigned.

+ Plan and execute team events, celebrations, and off-site meetings.

+ Flexibility in schedule with early start and late hours when required based on business demand.

+ Collaborate with other administrative support for larger events and ensure seamless execution.

Additional duties may be assigned as required to meet business objectives.

Qualifications

QUALIFICATIONS:

+ Minimum of 5 years of experience supporting senior executives in a fast-paced environment within a multinational company.

+ Proven experience executing a wide range of administrative tasks with excellence.

+ Strong organizational and time-management skills, with the ability to handle multiple priorities effectively.

+ Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and familiarity with tools like SAP, Concur, and SharePoint.

+ Excellent verbal and written communication skills with attention to detail.

+ Results oriented with the ability to complete assignments in a timely manner.

+ Proven ability to work independently, exercise sound judgment, and maintain confidentiality.

+ Exceptional interpersonal skills and the ability to build relationships across all levels of the organization.

+ High degree of professionalism and discretion in handling sensitive information.

+ Proactive problem-solving skills and the ability to anticipate needs.

+ Flexibility and adaptability to changing demands and priorities.

+ Bachelor’s degree strongly preferred; high school diploma or equivalent required.

Equal Opportunity Employer

It is Company's policy not to discriminate against any employee or applicant for employment on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and related medical conditions), gender identity or gender expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances. The Company will endeavor to provide a reasonable accommodation consistent with the law to otherwise qualified employees and prospective employees with a disability and to employees and prospective employees with needs related to their religious observance or practices. Should you wish to apply for this position or any other position with the Company and you believe you require assistance to complete an application or participate in an interview, please contact [email protected].