Administrative Assistant, Global Creative – Le Labo Position Available In Kings, New York

• Description

• ADMINISTRATIVE

• + Schedule and maintain calendar for VP via Outlook; work closely with other teams to schedule meetings.

Help keep VP organized with agendas and meeting reminders + Schedule domestic/international travel and prepare travel itineraries as needed + Prepare and submit expense report, provide limited support on expenses to team; keep detailed entry + log and maintain all records + Coordinate room and Zoom set up for meetings; dial-ins, presentation and food set up + Anticipate upcoming needs and workload of the teams, such as scheduling, projects, virtual technology + needs etc. + Update departmental email distribution lists, organizational charts & international affiliate lists + Work with other assistants in the departments to perform administrative tasks such as ordering supplies, + equipment, filling out financial forms, etc. + Handle ad-hoc projects as requested + Organize team outings and team celebrations as directed +

• Manage new hire set up, including intern sets up, computer and program set up, welcome breakfast, + onboarding sessions, etc.

• CREATIVE TEAM

• + Process No-Charge orders; manage and restock product closet as needed + Process invoices, following PO compliance procedures; manage estimate/invoice tracker and communicate to team outstanding invoices + Enforce and instruct on corporate policies such as PO compliance and billing restrictions; manage new vendor set up + Compile and track all department reclasses and market rebills; communicate with the Finance Manager, department heads and affiliate markets to ensure charges are processed properly and in a timely fashion + Support with planning and execution for larger office events such as marketing manager meetings (e.

g., guest list maintenance, hotel and transportation reservations, supplies / giftbags) + Handle ad-hoc tasks and projects as requested, including sample send-outs to partners, special gifting initiatives (ordering, packing, shipping) + Organize team outings and team celebrations as directed

• CHAMPION AND STEWARD LE LABO VALUES

• + Commit to broader responsibility & accountability for sustainability, diversity & inclusion while staying true to the Le Labo mission + Demonstrate kindness and respect, empathy, inclusion, and humility, and ensure these are at the core of all interactions + Embody the values of the manifesto through our actions, and drive accountability for contributing to the growing internal culture of Le Labo + Create value and positive impact across all elements of our Brand, operations, teams, partners, and the broader world + Exude passion for Le Labo and deeply appreciate, understand the Brand DNA •Qualifications•+ Position requires 1-2 years related experience + Discretion and ability to handle confidential matters a must + Ability to multi-task, understand priorities, and balance workload + Must be comfortable working in a fast-paced environment and be flexible/nimble with shifting priorities based on team needs + Excellent organizational and communications skills, strong attention to detail + Ability to interact professionally with all levels within the organization; act as a team player + Roll-up-your-sleeves attitude + Strong working knowledge of Microsoft Outlook, Word, Excel, and PowerPoint are essential + Excellent time management and follow-through skills with respect to detail.

+ Ability to learn new systems + Proficient computer skills including Microsoft applications (Outlook, Work, Excel, PowerPoint) and + knowledge of SAP a plus. Must possess the ability to proofread and correct presentations + Superior organizational skills, including calendar management. Must have the ability to anticipate when blocking time is needed to prepare for meetings or presentations. + Highly self-motivated, pragmatic, and action oriented + Must possess the ability to anticipate emerging needs and use judgment to decide what tasks and meetings are high priorities in order to effectively manage the calendar. To effectively do this, must quickly learn company processes and the roles of key stakeholdersEqual 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 USApplicantAccommodations@Estee.com.