Administrative Assistant II, Bobbi Brown

Este Lauder Companies Inc. Administrative Assistant

The Este 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: Este Lauder, Aramis, Clinique, Lab Series, Origins, MAC, La Mer, Bobbi Brown Cosmetics, Aveda, Jo Malone London, Bumble and bumble, Darphin Paris, TOM FORD, Smashbox, AERIN Beauty, Le Labo, Editions de Parfums Frdric Malle, GLAMGLOW, KILIAN PARIS, Too Faced, Dr.Jart+, the DECIEM family of brands, including The Ordinary and NIOD, and BALMAIN Beauty.

Job Description

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.

Accountabilities:

• Administrative Support:
• 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.
• Meeting & Event Logistics:
• 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.
• Travel, Expense and Product Management:
• 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

Qualifications

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

Pay Range:

The anticipated hourly range for this position is $30.60 to $48.25. Exact hourly rate depends on several factors such as experience, skills, education, and budget. Hourly range may vary based on geographic location. In addition to hourly rate, this position may be eligible for an annual discretionary bonus, education, and budget. Salary range may vary based on geographic location.

In addition to base salary, this position is eligible for participation in a highly competitive bonus program with the possibility for overachievement based on performance and company results. In addition, The Este Lauder Companies offers a variety of benefits to eligible employees, including health insurance coverage (medical, dental, and vision insurance), wellness and family support programs, life and disability insurance, retirement savings plans, paid leave programs, education-related programs, paid holidays and vacation time, and many others. Many of these benefits are subsidized or fully paid for by the company.

Equal Opportunity Employer:

It is Company's policy not to discriminate against any employee or applicant for employment on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and related medical conditions), gender identity or gender expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances. The Company will endeavor to provide a reasonable accommodation consistent with the law to otherwise qualified employees and prospective employees with a disability and to employees and prospective employees with needs related to their religious observance or practices. Should you wish to apply for this position or any other position with the Company and you believe you require assistance to complete an application or participate in an interview, please contact View email address on click.appcast.io

Michigan Applicants: Persons with disabilities needing accommodations for employment must notify the company in writing of the need for an accommodation within 182 days after the date the person with a disability knew or reasonably should have known that an accommodation was needed.

Philadelphia Applicants: Philadelphia's Fair Chance Hiring Law

Rhode Island Applicants: The company is subject to chapters 29-38 of title 28 of the general laws of Rhode Island and is therefore covered by the state's workers' compensation law.