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Non-Executive Admin Administrative Assistant II

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The Estée Lauder Companies Inc.

14d ago

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • London

AI generated summary

  • You need a degree, 5+ years of admin experience, strong multitasking and communication skills, proficiency in Microsoft Office, professionalism, and the ability to handle confidential information.
  • You will manage calendars, travel arrangements, and meetings; perform general admin tasks; interact with stakeholders; handle documents; oversee office supplies; and ensure confidentiality and professionalism.

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 with the utmost discretion
  • Perform other duties as required

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.
  • Perform other duties as assigned.

FAQs

What is the working environment like for this role?

The working environment is fast-paced, requiring the ability to manage changing priorities and collaborate with various stakeholders effectively.

What are the main responsibilities of the Non-Executive Admin Administrative Assistant II?

Key responsibilities include managing complex calendars, arranging domestic and international travel, facilitating meetings, performing general administrative duties, and interfacing with internal and external stakeholders.

What qualifications are required for this position?

Candidates should have a college/university degree, a minimum of 5 years of administrative or business experience, excellent communication skills, proficiency in Microsoft Office, and the ability to multitask in a high-volume environment.

Is experience with Microsoft Office required?

Yes, strong proficiency in Microsoft Office applications such as Outlook, Excel, Word, and PowerPoint is essential for this role.

How important is discretion in this role?

Discretion is extremely important, as you will be handling confidential and sensitive information.

Will I be working alone or as part of a team?

You will be working closely with other administrative assistants and collaborating with various stakeholders, making teamwork essential.

Are there opportunities for further training and development in this role?

While specifics on training opportunities are not mentioned, the role may offer the chance to develop skills through various tasks and responsibilities.

How often will I need to manage travel itineraries?

You will be required to frequently manage both domestic and international travel arrangements as part of your responsibilities.

What soft skills are essential for success in this position?

Excellent interpersonal communication, organizational skills, professionalism, and the ability to remain calm under pressure are crucial for success in this role.

What kind of meetings will I be responsible for organizing?

You will help facilitate a variety of meetings, workshops, and trainings, which include document preparation and coordination of logistics such as venues and catering.

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The Estée Lauder Companies Inc.

Retail & Consumer Goods
Industry
10,001+
Employees
1946
Founded Year

Mission & Purpose

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 outstanding 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+, and the DECIEM family of brands, including The Ordinary and NIOD.

Benefits

  • Wellness Programs

    Helping employees optimize their physical and emotional wellness is essential to our success and theirs. We connect employees with fitness and mindfulness classes and robust wellbeing programs to enrich many areas of their lives. We create teams and arrange employee and family member participation in community events.

  • Financial Benefits

    Programs Our employees’ financial health is important. In some countries, benefits offered may be in the form of social and employer-provided plans that deliver financial support at retirement. In other areas, we continually review options to introduce voluntary employee benefits where such programs are available.

  • Insurance and Protection

    Wherever possible we offer a baseline of benefits to help improve employees’ security and financial protection, such as life insurance, accident insurance and other programs, many of which are automatically provided by the company.

  • Health Care Benefits

    Our programs support employees’ health and welfare and that of their families, inclusive of all definitions of family. These offerings may be stand-alone or complementary to a country’s socialized benefits, where provided.