Administrative Assistant II, Bobbi Brown

ELC Beauty LLC•New York, NY

3d•$31 - $48

About The Position

Provide day-to-day administrative support to the Global SVP/GM, Bobbi Brown including but not limited to calendar management, travel and expense coordination, meeting and event planning, catering, and managing special projects. The ideal candidate will be able to thrive in a fast-paced and highly demanding environment while exhibiting maturity, professionalism and confidentiality at all times. The Administrative Assistant must also be team player who is collaborative, proactive, detail oriented and continually seeks ways to improve organizational efficiencies.

Requirements

Position requires at least 5+ years in a corporate environment providing administrative support at an executive or senior executive level
Excellent attention to detail
Must be able to handle matters of a confidential nature with the utmost professionalism and discretion while using good judgment and diplomacy
Strong administrative skills are required. Must be highly organized and detail-oriented, while also being able to grasp the “big picture”
Excellent communication, writing, and organizational skills are required
Excellent follow-up and follow through
Must be proactive and resourceful
Ability to manage tasks and projects with autonomy

Responsibilities

General day-to-day administrative assistance and support for SVP/GM
Maintain daily schedule and ensure that SVP/GM stays on track and on time
Schedule business/status meetings (via MS Outlook) as needed
For any meeting invites sent from SVP calendar, proactively confirm all details including: confirming attendees with SVP and keep track of any changes, ensure meet links are updated, agenda is confirmed
Anticipate & resolve conflicts: develop understanding of the business in order to prioritize meetings appropriately
Screen incoming calls, relay detailed messages as appropriate, re-direct callers as needed
Keep record of all SVP/Global GM direct reports vacation requests
Receive/Review (and action where applicable) all SVP/GM mail
Collaborate with and support other Admin Assistants supporting Leadership Team to ensure process efficiencies across the brand
Keep SVP/GM apprised of the status of all administrative projects
Assist with preparing documents for meetings, maintaining info/files and proactively looking at emails to flag any pressing items for meetings.
Coordinate on- and off-site meetings/events for both internal and external attendees
Order catering (food and beverage); anticipate prep & strike time
Set up conference rooms, including AV equipment, conference call dial-in, etc. for any required visuals/audio, and troubleshoot issues that may arise
Partner with appropriate brand contacts to manage attendee lists, agendas, logistics and catering for key brand events like Town Hall and Employee Engagement Events. Collaborate with HR and other brand Admins to execute.
Compile agenda for bi-weekly brand leadership team meetings and distribute to leadership team. Align with SVP/GM and HR on agenda and topics.
Arrange international and domestic travel for SVP/Global GM (+ Leadership Team as needed)
Reconcile and process all monthly expense reports on time and correctly for SVP/GM (via Concur), keeping detailed notes and records
Manage SVP/GM product closet and product ordering for events as needed
Anticipate, order and organize office supplies