Executive Assistant II – Chief Marketing Office & Luxe Human Resources

Job Title Executive Assistant II –  Chief Marketing Office & Luxe Human Resources

Division: Luxury Products Division

Location: New York, NY

Reports To: Luxe Chief Marketing Officer & Senior Vice President, Human Resources – Luxe

Who We Are:

For more than a century, L’Oréal has devoted its energy, innovation, and scientific excellence solely to one business: Beauty. Our goal is to offer each and every person around the world the best of beauty in terms of quality, efficacy, safety, sincerity and responsibility to satisfy all beauty needs and desires in their infinite diversity.

At L’Oréal Luxe our mission is to provide our consumers the best products and brand experience by making it unique. Our portfolio is composed of 21 brands including major brands, highly aspirational and multi-expert, such as Lancôme, Yves Saint Laurent, Giorgio Armani, Kiehl’s,  Aesop and Youth to the People.

What You Will Learn:

This position is responsible for providing highly diverse administrative support to the Luxe Chief Marketing Officer and the Senior Vice President of Human Resources for Luxe. This position works closely with top executives across all divisions and brands, outside vendors, and International Top Management. Responsibilities include, but are not limited to: calendar management, presentation material and meeting preparation, Event organization, budget management, and purchase order creation and processing. Additional responsibilities include expense report preparation, executive travel arrangements, ordering of supplies and space management.

• Perform administrative tasks including; complex calendar management for internal and external meetings, manage domestic and international travel arrangements and arrange meetings
• Communicate directives and information from both supervisors to executive management and their teams
• Have the ability to anticipate patterns; looking beyond the immediate problem to wider implications. Generate new and innovative solutions to complex problems
• Possess the ability to make executive decisions and problem solve at all levels both internally and externally is critical
• Arranging travel itineraries and preparing travel and expense reports, organizing and maintaining central filing system
• Advanced skills in PowerPoint and Excel for effective creation of organizational charts and presentations
• Advanced word processing of all memos, letters, agendas, meeting minutes, etc.
• Coordinating large meetings including the management of attendees, booking location and time, arranging meals and any A/V materials
• Handle all logistics for meetings: prepare agenda, send meeting requests, confirm attendance of required attendees, reserve appropriate meeting space and partner with IT for use of technical systems when needed (i.e.video conference), manage order of catering, supplies and equipment
• Prepare and type correspondence, assist with preparation for accurate presentations and spreadsheets; manage logistics for external presentation engagements
• Plan and coordinate onsite and offsite events for the executive leadership team
• Ad hoc project work
• Expense report and managing T&E budget
• Organizing and managing team POs, group’s financial budget, as well as managing expenses for GM Lancome & SVP Finance – Luxe
• Puts together and maintains files and aids for internal and external meetings, and drafts reports
• Facilitate Brand Employee Engagement team to help with organizing and supporting initiatives that strengthen employee engagement, work place cultureand employee experience

What We Are Looking For:

Required Qualifications:

• Prior administrative experience in a corporate environment
• Ability to work in a challenging and fast pace environment
• Must be financially savvy and have the ability to manage a budget and Pos
• Must be looking for a long-term administrative assistant position
• Bachelor’s degree is strongly preferred

Preferred Qualifications:

• Positivity and resourcefulness are key
• Must possess a high degree of professionalism & ability to handle highly confidential information
• Must possess extremely strong organizational and interpersonal skills with the ability to deal with people at all levels, both internally and externally, as well as varied cultural backgrounds and creative personalities
• Requires strong writing and oral communication skills
• Ability to maintain organization w…