Domaine: Recherche et Innovation

Type d‘emploi: Temps plein

Ville: New Jersey - Clark

Pays/Région: USA

 ADMINISTRATIVE ASSISTANT

L’Oreal’s Research & Innovation division is searching for an Administrative Assistant to support the department by handling logistics and technical matters thereby allowing the teams to focus on their projects and facilitate smooth and rapid interaction with our partners.

Job Summary:

Pro-actively manage the Vice President's agendas while taking into account the different time zones, travel, and team’s locations. Notify key meetings to all team members and schedule preparation and slide reviews. Pro-actively identify meeting conflicts and facilitate resolution.

Key Job Accountabilities:

  • Create and assist on procedures related to mailing packages, samples etc
  • Create Purchase Orders (POs) and follow-up until payment for capital and operational expenses for the US team
  • Organize a budget tracking system for POs by Department and review with the Department head prior to monthly budget review; pro-actively resolve issues with open POs or invoices with the individuals who placed the order
  • Act as alternate approver for expense reports, travel requests, POs, etc)
  • Assist in preparation or editing of documents using MS Word, Excel, Powerpoint; prepare handouts as needed for key meetings
  • FedEx / Carriers: send and follow-up until delivery
  • Manage office supplies inventory for the team and restock when applicable
  • Meeting Logistics: arrange meetings - room reservations, coffee/food orders
    • Schedule and arrange meetings for the team, ensure conference rooms are booked, IT ticket is created, and equipment is properly set-up
  • Non-Disclosure Agreements / Contracts: follow-up signatures
    • Ensure that all Non-Disclosure Agreement are signed and giving to Human Resources
  • Organize newcomers arrival (IT requirements) and FIT meetings
    • Partner with IT to ensure all New Hire equipment is ordered in a timely fashion
    • Organize F.I.T meetings between New Hires and partnering teams
  • Organize annual team off site meeting
  • Organize meetings in Clark with key France Global partners

(Accountabilities are general and may vary according to the scope of the business)

Preferred Key Experience:

  • Attention to detail
  • Takes Initiative
  • Focus on Quality
  • Actively Networks
  • Promotes positive team energy

 



We are an Equal Opportunity Employer and take pride in a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or disability, or any other legally protected status.