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

Executive Assistant – SVP Sales LP

To provide effective and efficient administrative and clerical support to the SVP- Sales for L’Oreal Paris. Assignments include but are not limited to scheduling / calendaring, formatting presentations, typing reports, processing departmental requests, preparing expense reports, disseminating departmental information and providing overall assistance.  Must maintain strict confidentiality of Department and Company information.

 

Key Responsibilities include but are not limited to:

 -Coordinate and manage GM’s calendar and schedule appointments and meetings

-Provide updated calendar on a daily basis and as it changes

-Manage calendar; be cognizant of maintaining a manageable meeting load

-Confer with the GM on a daily basis to ensure calendar is manageable and up-to-date

-Meet as needed with GM to prioritize and plan projects

-Reconcile and prepare accurate, timely expense reports

-Open and Manage Purchase Orders (PO’s) and/ or other related requests

-Prepare and type correspondence, ensure correct spelling and grammar usage

-Prepare accurate presentations and spreadsheets

-Read, prioritize and route incoming mail and faxes.  Locate and attach files or information required for manager to appropriately respond to correspondence.  Follow up with the GM as necessary to ensure that any actions required have been taken

-Organize and maintain filing system and file correspondence and other documentation

-Answer and screen GM's telephone calls and arrange conference calls

-Arrange for phone coverage according to established back-up protocol and provide back-up phone coverage for other administrative assistants according to protocol

-Prepare agendas for meetings, send meeting and reminder notices and confirm attendance of attendees, alert GM of meetings prior to the meetings; confirm GM's need for the meeting (e.g. agenda, materials, equipment), reserve appropriate meeting space, catering, seating, supplies and equipment, and, as required, ensure meeting space is in appropriate order for the next meeting

-Request, compile and distribute meeting minutes

-Advise reception of visitors, arrange schedule for and greets visitors and escort them to appropriate area or person

-Arrange and coordinate travel schedules and reservations

-Provide overall clerical assistance, i.e. making copies, making telephone calls, preparing mailings

-Arrange for equipment maintenance

-May order supplies

-Attendance is an essential function of this position

 

Organization Impact/Influence:

 Nature and level of contacts may vary.  Executive Assistant must have the ability to interact effectively with all levels of employees and external constituents, including the Senior Management. They must be able to establish and maintain relationships with outside vendors (advertising agencies, customers, distributors, etc.)  They must also establish and maintain relationships with other administrative assistants, both internally and externally.

 Requirements:

- Bachelor’s Degree required

-5+ years previous administrative experience

-Very strong Microsoft Outlook skills for calendar management

-Able to prioritize and organize

-Proficient Office (Word, Excel & PowerPoint) Computer Skills

-Flexible, Detail-oriented and professional

-Analytical

-Able to handle sensitive and confidential information

-Telephone and office etiquette

-Ability to interact appropriately with Senior Managers and external constituents

-Able to multi-task

-Good grammar and spelling

-Meets deadlines

-Able to work well with coworkers and to work cross functionally

 

Additional Information:

 The position is an Executive Assistant role that may require the employee to perform tasks or duties not listed.

 



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.