Executive Assistant

Your Dreams, Our Future. Join the dynamic and diverse team at Shiseido Americas, a subsidiary of the world-renowned Shiseido Company Limited. Be a part of a portfolio of prestige beauty brands which includes Clé de Peau Beauté, Drunk Elephant, Dr. Dennis Gross Skincare, NARS, SHISEIDO and several prestige fragrance brands including Issey Miyake, Narciso Rodriguez and Tory Burch. At Shiseido Americas we value and celebrate human diversity, with a rich tapestry of employees from all backgrounds and experiences.

Headquartered in New York City with US offices and facilities located in New Jersey, Ohio, Texas and Florida, Shiseido Americas employs over 2,000 individuals in the US, Canada, and Latin America. Shiseido Americas is a hub of talent and innovation. Be inspired by the array of skills, knowledge, and integrity of your colleagues, and join our driving force as Shiseido continues its pursuit of beauty innovations for a better world.

At Shiseido Americas, we focus on our people. We strive to foster a collaborative workplace culture where creative thinking, inclusivity and unique diverse perspectives are celebrated in order to drive success for both our employees and the company as a whole. By prioritizing our team and promoting an open-minded environment, we push the boundaries of what’s possible and bring new ideas to life.

Job Summary Provide administrative assistance and support of key business activities for the Country Manager and Regional CIO (Americas) function as a communication link to ensure smooth and efficient operations between departments.

What You Will Do Support Key Business Activities for the Americas Region Stakeholders

• Maintain and optimize meeting calendars, scheduling, and rescheduling of meetings (both with regional and HQ contacts) to optimize work and focus time, as appropriate to the individual stakeholder.
• Coordinate department needs and information with the global IT and FOCUS teams as needed.
• Schedule conference rooms and TEAMS virtual meetings with internal and external parties as appropriate.
• Order and distribute office supplies and sundries as needed.
• Create travel agendas and book reservations through AMEX / Concur or other means as appropriate to the individual stakeholder, anticipating needs at destinations and adhering to all SAC Travel policies.
• Consult with other Executive Assistants to coordinate schedules, meetings, and information as needed at the region and global level.
• On occasion, assist in the creation of PowerPoint decks and take meeting notes.
• Support capex and opex budget review meetings with notes and follow ups with the teams and updates to the tracker and expense master
• SOP updates and creation, if needed.
• Quarterly App Stack Reviews with the IT Teams.
• Support Change Control Board Meetings (only when primary lead is unavailable).
• Support tactically on OCM activities (schedule training sessions, attend sessions and take notes).

Support and Maintain Financial Activities

• Complete expense reports for self and key stakeholders on time through the expense system, ensuring compliance to all audit requirements, and adhering to SAC Expense Policy.
• Track and file invoices/receipts when received.
• Execute weekly IT invoice coding, working together with department personnel to gather needed information (i.e., I/O codes, etc.), ensuring all coding is executed within agreed thresholds.
• Follow up on payment processing status for all coded invoices and report discrepancies or contact vendors as appropriate, ensuring all payments are completed in a timely manner.
• Renew memberships, visas, credit cards, etc.

Support Key Events and Large Meetings

• Support the planning and execution of SAC IT in-person events (Q2 and Q4), working with external agencies on detailed agendas, collaborating with executive stakeholders, and making decisions as needed, ensuring adherence to budget targets.
• Support major corporate events (e.g., SAC Town Hall, Brand Conferences, etc.) as appropriate.
• Support other events or large meetings as needed.
• Coordinate meeting dates, virtual meeting information and PowerPoint deck preparation for quarterly Town Hall meetings and other major brand-wide presentations
• Conduct research on venues, gifting, etc. to help determine overall budget.
• Collaborate with the leadership team to ideate meeting/event theme, production, etc.
• Partner with HR contacts and maintain ongoing …