Executive Assistant - US Sales

Shiseido•New York, NY

3d•Remote

About The Position

The Executive Assistant provides high-level administrative support to three Vice Presidents across Field Sales and Key Account Planning for the SAC multi-brand portfolio. This role manages complex calendars, meeting coordination, travel arrangements, expense reporting, and administrative processes while supporting key initiatives, retail market meetings, market tours, and Sales Meeting execution. The Executive Assistant also assists with project coordination and cross-functional communication to ensure the Sales Leadership team operates efficiently and effectively.

Requirements

2+ years of prior experience supporting senior executives within a corporate environment preferred.
Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities simultaneously.
Ability to thrive in a fast-paced, dynamic environment with a strong sense of business urgency.
Resourceful, flexible, and intuitive, with the ability to anticipate needs, exercise sound judgment, and prioritize effectively.
Strong problem-solving skills with the ability to work collaboratively across departments, affiliates, and cross-functional teams.
Excellent interpersonal and communication skills, both written and verbal.
Strong technical skills, particularly in Microsoft Outlook, Excel, and PowerPoint.
Professional, discreet, and adaptable, with the flexibility to support changing business needs.
Positive, proactive, can-do attitude with enthusiasm for supporting leaders and teams.
Ability to remain highly connected, responsive, and effective while working remotely.
College degree preferred.
Prior experience supporting large-scale event and meeting planning preferred.

Responsibilities

Manage calendar prioritization and scheduling for three VP’s US Field Sales and Key Account Planning.
Coordinate department needs across all businesses, including creation of presentations, memos, market tour files, retailer meetings, and various other communications on behalf of Sales Leadership Team.
Plan and arrange internal/external meetings, catering, and team building events on behalf of US Sales Leadership as needed. Assist in venue selection, logistics for Regional Meetings as needed.
Plan and arrange air travel, hotels, car service, etc.
Assist in execution of Transversal US Sales Meeting with planning and on-site support.
Review contracts and provide feedback, communicate concerns/callouts.
Update and maintain Sales Field T&E records by preparing monthly reporting, summaries, projections, and calling out potential risks as needed.
Organize and submit Expense Reports and maintain records.
Attend Team Meetings and prepare/distribute minutes.
Maintain the sales organization’s email distribution lists and update as necessary.
Maintain the Master Retailer Market Meeting calendar access and accuracy.
Maintain accurate Master Retailer Contact Lists.