Administrative Assistant II, Corporate Controllership

Estée Lauder Companies•Melville, NY

About The Position

The Estée Lauder Companies Inc. is one of the world’s leading manufacturers, marketers, and sellers of quality skin care, makeup, fragrance, and hair care products, and is a steward of luxury and prestige brands globally. The company’s products are sold in approximately 150 countries and territories under brand names including: Estée Lauder, Aramis, Clinique, Lab Series, Origins, M·A·C, La Mer, Bobbi Brown Cosmetics, Aveda, Jo Malone London, Bumble and bumble, Darphin Paris, TOM FORD, Smashbox, AERIN Beauty, Le Labo, Editions de Parfums Frédéric Malle, GLAMGLOW, KILIAN PARIS, Too Faced, Dr.Jart+, the DECIEM family of brands, including The Ordinary and NIOD, and BALMAIN Beauty. Description This role will provide administrative support for several Vice President's in the Finance Corporate Function team and help to effectively manage and organize ever⁃changing priorities, bringing strong partnership, superior collaboration and utmost discretion. Must be comfortable working with a wide variety of stakeholders in a fast⁃moving business environment. A professional and positive demeanor is essential. Partner with other Administrative Assistants to effectively manage, organize, and prioritize a broad range of business activities. Effectively manage complex calendar appointments and meetings in Outlook, ensuring quality planning, timely conflict resolution, priority setting, frequent change management. Make frequent domestic/international travel arrangements, including visas, time zone awareness, agendas and itineraries. Help facilitate and organize workshops/meetings/trainings, including document preparation, copying and distribution. Take a lead role in meeting administration/venue coordination (space, food, audio visual etc.) Perform general administrative duties, such as, but not limited to, procuring office supplies, opening and screening incoming paper mail, distributing correspondence, answering phones and referring phone calls, maintaining files, copying, and presentation preparation. Interface appropriately with a broad array of internal and external stakeholders, including senior executives, company employees at all levels and external callers and vendors. Work closely with other assistants, securing meeting places and coordinating meeting times. Ensure meeting rooms are properly set up, AV equipment is operational, meals and beverages are provided, and rooms are cleaned after meetings. Receive and follow through on documents requiring signature and communications requiring follow up. Managing, filing and approval of T&E and Corporate AMEX through the Concur system. Document and track PTO for team. Update team org chart and submit to company CFO on a monthly basis. Organize and maintain open shared areas (printers, storage room, office space, etc.) Portray a professional demeanor at all times and use discretion when handling confidential data. Perform other duties as assigned. We are seeking a highly organized and proactive Administrative Professional to provide comprehensive support to senior leaders and their teams. This role manages complex calendars, coordinates meetings and travel, oversees expense reporting and budget reconciliation, supports onboarding and department operations, and ensures seamless day-to-day administrative functions.

Requirements

College/University graduate
Minimum of 5 years of administrative or business experience
Ability to multitask in a fast paced, high volume environment
Excellent interpersonal communication and organizational skills
Excellent written and verbal communication skills
Superior PC skills, strong proficiency in Microsoft Office (Outlook, Excel, Word, and PowerPoint) as well as Teams and Zoom
Self⁃starter with the ability to proactively anticipate needs and potential challenges and take independent action or in consultation as appropriate using good judgment and discretion to resolve issues
A high degree of professionalism, the ability to remain calm under pressure, and a commitment to excellence are required
Ability to work well in a collaborative environment and interact effectively with all levels of management and employees
Results⁃oriented with the ability to complete assignments in a timely manner
Able to handle confidential and sensitive information withthe utmost discretion
Perform other duties as required
Associate or Bachelor degree preferred
Superior computer skills, including but not limited to Microsoft Outlook & Office Suite (particularly PowerPoint and Excel), Visio, AMAPS, GSA (other systems?)
Strong communication skills both verbal/written
Must be proactive and demonstrate initiative
Detail oriented, able to prioritize, able to multitask & highly organized
Must be able to maintain confidentiality and exhibit discretion when dealing with both company staff at all levels and outside contacts

Responsibilities

Effectively manage complex calendar appointments and meetings in Outlook, ensuring quality planning, timely conflict resolution, priority setting, frequent change management.
Make frequent domestic/international travel arrangements, including visas, time zone awareness, agendas and itineraries.
Help facilitate and organize workshops/meetings/trainings, including document preparation, copying and distribution.
Take a lead role in meeting administration/venue coordination (space, food, audio visual etc.)
Perform general administrative duties, such as, but not limited to, procuring office supplies, opening and screening incoming paper mail, distributing correspondence, answering phones and referring phone calls, maintaining files, copying, and presentation preparation.
Interface appropriately with a broad array of internal and external stakeholders, including senior executives, company employees at all levels and external callers and vendors.
Work closely with other assistants, securing meeting places and coordinating meeting times.
Ensure meeting rooms are properly set up, AV equipment is operational, meals and beverages are provided, and rooms are cleaned after meetings.
Receive and follow through on documents requiring signature and communications requiring follow up.
Managing, filing and approval of T&E and Corporate AMEX through the Concur system.
Document and track PTO for team.
Update team org chart and submit to company CFO on a monthly basis.
Organize and maintain open shared areas (printers, storage room, office space, etc.)
Portray a professional demeanor at all times and use discretion when handling confidential data.
Provides efficient and professional support to senior leaders and team
Performs general administrative duties, such as, but not limited to, opening and screening incoming mail, distributing correspondence, answering phones (referring phone calls), maintaining files, preparing expense reports, scheduling meetings (including breakfast and lunch meetings) and appointments and ordering supplies
Maintains leader calendar; proactively manages scheduling conflicts to ensure a productive calendar
Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members for the department.
Coordinates itineraries of visitors both domestic and international.
Responsible for coordinating department team events (ex. Team lunches, breakfasts, celebrations, etc.)
Manages expenses for senior leaders to include but not limited to travel, meals, etc.
Provides general support for conference room management and coordination of technology equipment needs for the department
Support department leads with new hire and consultant onboarding which will include system access, equipment setup, scheduling meetings, etc.
Reconciles department budget, ensuring proper coding, cross-charges and noting any overspending.
Establishes, maintains, and updates filing system, department organizational charts, correspondence, and library of trade journals & magazines
Acts as liaison with other departments and outside agencies
Types and designs general correspondence, memos, charts, tables, graphs, business plans, etc.
Proofreads copy for spelling, grammar and layout, and make appropriate changes.
Responsible for accuracy and clarity of final copy
Drafts and cascades meeting minutes when needed and follows up as necessary.
Prepares, edits, and distributes PowerPoint presentations
Works independently or with a team on special nonrecurring and ongoing projects.
Acts as project lead for special projects, at the request of leader, which may include: planning & coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures, etc.
Performs other Duties as assigned including, but not limited to, providing administrative back up support to other departments as needed