ジョブファンクション: アドミニストレーション&アシスタント

雇用形態: フルタイム

所在地: New York - New York

国: USA

Job Title:  Administrative Assistant

Function:  General Administration

Supervisor Title:   General Manager, Matrix DMI

Location: 10 Hudson Yards

 

Section 2:  Job Summary

This position is responsible for providing executive level administrative support for the General Manager for Matrix DMI. Responsibilities include heavy day to day and long-term calendar management, presentation and meeting preparation, coordination of all travel arrangements, preparation of expense reports for General Manager, VP Marketing, VP Sales & AVP of education, and execution of additional  projects assigned by the GM. Coordinates visits from executives of L’Oreal global headquarters and  subsidiaries.  Serves as main point of contact for the GM from an informational and administrative perspective.  Drafts and edits communications/major announcements.  Submits, requests, and compiles information for key meetings and corporate requirements. Create and manage purchase orders for the team. Organize catering and logistics around in-office meetings with visitors for both sales and marketing teams. Serve as general admin support for the office team. Additional responsibilities include management of floor space, necessary maintenance, and office supplies.  Supports direct reports of GM as needed and provides training/guidance to new team members and other Matrix DMI admins.  

 

 

 

Section 3:  Job Requirements:
 

  • Prior administrative experience in a corporate environment
  • Must be looking for a long-term administrative assistant position
  • Bachelor’s degree is strongly preferred
  • Positivity and resourcefulness are key
  • Must possess a high degree of professionalism & ability to handle highly confidential information
  • Must possess extremely strong organizational and interpersonal skills with the ability to deal with people at all levels, both internally and externally, as well as varied cultural backgrounds and creative personalities
  • Requires strong writing and oral communication skills
  • Ability to maintain organization while effectively managing multiple tasks and competing priorities
  • Ability to use judgment and discretion and complete tasks with limited or no direction
  • Highly proficient in the use of Microsoft Office (Word, Excel, and Powerpoint) and Outlook
  • Adaptable and able to learn new systems quickly and efficiently
  • Must be a proactive and forward thinker who has creative problem solving skills
  • Possess ability to work in a team environment across multiple functions
  • Language skills is a plus (French or Spanish)

Section 4:  Judgment and Decision Making:

 

The incumbent must exercise discretion and independent judgment on all tasks and must be able to work independently and make decisions when needed.  It is important he/she will use discretion on when to involve management in the day to day matters.  Moderate supervision or approval may be required for events and project work requiring analysis.  For management and organization of the floor and meetings, no supervision is required. 

 

Section 5: Essential Physical Requirements

 

Stock product and supply closets, filing, minor lifting under 10 lbs

 

 

 

 

Section 6:  Financial Scope:

 

Annual Budget Responsibility:  This position does not directly manage a budget but should have capability to do so if required.  Interacts with Finance as needed to resolve discrepancies or gain approvals.  Will process purchase orders when necessary

 

 

 

Section 7:  Key Duties and Responsibilities:

 

 

Tasks, Duties & Responsibilities

% of time spent.

  1. Heavy day to day and long term calendar management, meeting coordination, complex travel arrangements, T&E, purchase orders

55%

  1. Compile information for and prepare presentations, reports, and agendas for various key meetings, coordinate itineraries and travel for international visitors as well as team, write and coordinate announcements

15%

  1. Manage all requests to and from Corporate, Divisions/Brands, or Paris office and follow up accordingly, maintain Matrix DMI Calendar

10%

 

  1. Oversee management of 27th floor space (Matrix DMI side), space planning, partner with general services on maintenance requests, order supplies, manage maintenance of equipment, partner with other admins on projects regarding floor, responsible for booking conference room space

15%

 

  1. Special projects and events for Division such as quarterly Town Halls and Holiday Events, conduct research and contact vendors as needed

5%

 

 

 

Section 8:  Required Competencies:

 

 

Competencies

1.  Achieves Results with Integrity: demonstrates engagement and availability, stays proactive, focuses on results and delivers results while respecting the L’Oreal Code of Ethics.

 

2.  Interacts Effectively: communicates clearly and adapts to the audience, systematically shares information, builds effective networks, and shows a high level of sensitivity to all employees

 

3.  Acts with Human Sensitivity: demonstrates respect in all forms of communication and interaction with cross-functional and global teams.  Sensitive to cultural and creative personalities.

 

4.  Manages Complexity: manages multiple projects and tasks simultaneously with a focus on prioritization and quality.  Forward thinking and problem solving.

 



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.
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