Job Title: Executive Assistant II
Division: CDMO
Location: NYC, 10 Hudson Yards
Reports To: 2 SVPs at CDMO Leadcom
This position works closely with a team of top executives and colleagues across all divisions and brands, outside vendors, and International Top Management. Responsibilities include, but are not limited to: calendar management, presentation material and meetings preparation, events organization and purchase order creation and processing. Additional responsibilities include expense report preparation, executive travel arrangements, ordering of supplies and space management.
WHAT YOU WILL DO:- Support the Leadcom member with administrative tasks, including;
- Complex and fast-changing calendar management for internal and external meetings
- Serve as the primary point of contact for the CDMO leadcom
- Assist with organizational and business functions of the department as needed, including drafting correspondence, drafting memos, drafting agenda, drafting presentation decks, tracking precedent, and setting project milestones and/or communications
- Liaise with internal executives, teams, as well as external media partners to establish seamless communication, working across multiple time zones and partners.
- Manage travel arrangements (including global travel) and expense reports and submission
- Secure meeting rooms and needed logistical operations
- Manage the departments T&E, including creating monthly pacing reports
- Anticipate the CDMO's needs and proactively address issues and opportunities
- Logistics Management for onsite / remote meetings and events:
- Prepare agenda, send meeting requests, confirm attendance of required attendees, reserve appropriate meeting space, and partner with IT for use of technical systems when needed (i.e.: video conference, use of external or internal drives), manage ordering of catering, supplies and equipment.
- Manage the planning of regular team meetings, offsites, social events, division events and managing employee moral
- Advise concierge of visitors, arrange schedule for and greets visitors and escort them to appropriate area or person.
WHAT WE ARE LOOKING FORRequired Qualifications:
- Bachelor's Degree.
- 5+ years' previous executive assistance experience; support of c-suite executives preferred.
- Excellent proficiency in Microsoft Office (i.e., Teams, Outlook, OneDrive, Word, Excel & PowerPoint) and SAP Concur.
- Strong written and oral communication skills.
- Extremely strong interpersonal skills with a seamless ability to engage with people of diverse backgrounds and levels both internally and externally, as well as varied cultural backgrounds and creative personalities
- Ability to use judgment and discretion in complete tasks with limited or no direction.
- Ability to prioritize and multi-task daily responsibilities, effectively.
- Possess a high degree of professionalism & ability to handle highly confidential information.
- Takes ownership and anticipates recurring/large meetings agendas, preparation processes (pre-reads, surveys (pre or post), easy to gather materials.
- Ability to integrate critical thinking and accuracy in organizing meetings - from schedule sequences with other meetings to cross checking attendees.
- Persistent follow-up with stakeholders to ensure materials are prepared and shared in a timely manner with meeting attendees.
- Ability to work in a challenging and fast paced environment with a strong sense of urgency.
- Confident to ask for clarification to deliver results and better prioritize.
- Strong work-ethic, can-do attitude, proactive, resourceful, efficient and forward-thinking.
- Attendance is an essential function of this position following Hybrid Flex policy
Preferred Qualifications:
Please note: This job description is a general outline and may be subject to change.As an integral part of our culture at L'Oréal, wellness is at our core. We not only offer a generous Benefits Package (Medical, Dental, Vision, 401K), we also offer flexible time off, work from home days, and a pension plan! Additionally, you will have access to company perks such as Makeup, Skincare, and Fragrance! Employees receive a stipend for L'Oréal products as well as VIP Access to L'Oréal's Internal Shop for Discounted Products, and other perks such as Monthly Mobile Allowance, discounted gym memberships, and ERGs
WHAT'S IN IT FOR YOU- Salary Range: $77,100.00-$108,000 base salary (The actual compensation will depend on a variety of job-related factors which may include work experience, education, and skill level)
- Competitive Benefit Package (Medical, Dental, Vision, 401K, Pension Plan)
- Hybrid Work Policy (3 Days in Office, 2 Days Work from Home)
- Flexible Time Off (Paid Company Holidays, Paid Vacation, Vacation Buy Program, Volunteer Time, Summer Fridays & More!)
- Access to Company Perks (VIP Access to L'Oréal's Internal Shop for Discounted Products, Monthly Mobile Allowance)
- Learning & Development Opportunities (Unlimited Access to E-learnings, Lunch & Learn Sessions, Mentorship Programs, & More!)
- Employee Resource Groups (Think Tanks and Innovation Squads)
- Access to Mental Health & Wellness Programs
Don't meet every single requirement? At L'Oréal, we are dedicated to building a diverse, inclusive, and innovative workplace. If you're excited about this role but your past experience doesn't align perfectly with the qualifications listed in the job description, we encourage you to apply anyways! You may just be the right candidate for this or other roles!
