Administrative Assistant - Too Faced Cosmetics

ELC Beauty LLC•New York, NY

12d

About The Position

The Administrative Assistant provides administrative support to several Vice Presidents in the Finance Corporate Function team. The role helps manage and organize changing priorities and requires strong partnership, collaboration, discretion, and a professional, positive demeanor. The assistant works with a wide range of stakeholders in a fast-moving business environment and partners with other Administrative Assistants to coordinate and prioritize business activities.

Requirements

College or university graduate.
At least 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.
Strong PC skills and proficiency with Microsoft Office, including Outlook, Excel, Word, and PowerPoint, as well as Teams and Zoom.
Self-starter who can proactively anticipate needs and challenges, take independent action or consult as appropriate, and use good judgment and discretion to resolve issues.
High degree of professionalism, ability to remain calm under pressure, and commitment to excellence.
Ability to work collaboratively and interact effectively with all levels of management and employees.
Results-oriented, with ability to complete assignments in a timely manner.
Ability to handle confidential and sensitive information with the utmost discretion.

Responsibilities

Manage complex Outlook calendars, appointments, and meetings, including planning, resolving conflicts, setting priorities, and managing frequent changes.
Arrange domestic and international travel, including visas, time-zone considerations, agendas, and itineraries.
Facilitate and organize workshops, meetings, and trainings, including preparing, copying, and distributing documents and coordinating meeting venues, food, and audiovisual needs.
Perform general administrative duties, including procuring office supplies, screening and distributing incoming mail and correspondence, answering and referring phone calls, maintaining files, copying, and preparing presentations.
Interface appropriately with internal and external stakeholders, including senior executives, employees at all levels, callers, and vendors.
Coordinate with other assistants to secure meeting spaces and schedule meetings; ensure rooms are set up, audiovisual equipment works, refreshments are provided, and rooms are cleaned afterward.
Receive and follow through on documents requiring signatures and communications requiring follow-up.
Manage, file, and obtain approvals for T&E and Corporate AMEX through Concur.
Document and track team PTO.
Update the team organizational chart and submit it to the company CFO monthly.
Organize and maintain shared areas such as printers, storage rooms, and office space.
Maintain a professional demeanor and exercise discretion when handling confidential information.
Perform other duties as assigned or required.