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Executive Assistant I, PPD US DMIs (Matrix DMI, Biolage...
(This job is no longer available)
L'Oreal | New York, NY
Grad Date

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Job Description

Job Summary:

This position is responsible for providing executive level administrative support for four members of the PPD US DMI Leadership Team (Matrix DMI, Biolage DMI & Education). Responsibilities include heavy day to day and long-term calendar management, presentation and meeting preparation, coordination of all travel arrangements, preparation of expense reports for leadership team members and execution of additional projects assigned. Coordinates visits from executives of L'Oreal global headquarters and subsidiaries. Serves as main point of contact for the leadership team from an informational and administrative perspective. Drafts and edits communications/major announcements. Submits, requests, and compiles information for key meetings and corporate requirements. Create and manage purchase orders for the team. Organize catering and logistics around in-office meetings with visitors for both sales and marketing teams. Serve as general admin support for the office team. Additional responsibilities include management of floor space, liaising with general services/IT, and office supplies. Supports direct reports of leadership team as needed and provides training/guidance to new team members and other EAs/Admin support.

Job Requirements:

* Prior administrative experience in a corporate environment, 3-5 years preferred
* Must be looking for a long-term administrative assistant position
* Bachelor's degree is strongly preferred, high school diploma required
* 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 while effectively managing multiple tasks and competing priorities
* Ability to use judgment and discretion and complete tasks with limited or no direction
* Highly proficient in the use of Microsoft Office (Word, Excel, and Powerpoint) and Outlook
* Adaptable and able to learn new systems quickly and efficiently
* Must be a proactive and forward thinker who has creative problem solving skills
* Possess ability to work in a team environment across multiple functions
* Language skills are a plus (French or Spanish)

Judgment and Decision Making:

The incumbent must exercise discretion and independent judgment on all tasks and must be able to work independently and make decisions when needed. It is important he/she will use discretion on when to involve management in the day to day matters. Moderate supervision or approval may be required for events and project work requiring analysis. For management and organization of the floor and meetings, no supervision is required.

Essential Physical Requirements:

Stock product and supply closets, filing, minor lifting under 10 lbs

Occasional travel may be required based on business needs.

Financial Scope:

Annual Budget Responsibility: This position does not directly manage a budget but should have capability to do so if required. Interacts with Finance as needed to resolve discrepancies or gain approvals. Will process purchase orders when necessary

Key Duties and Responsibilities:

Tasks, Duties & Responsibilities

% of time spent.

* Heavy day to day and long term calendar management, meeting coordination, complex travel arrangements, T&E, purchase orders


* Compile information for and prepare presentations, reports, and agendas for various key meetings, coordinate itineraries and travel for international visitors as well as team, write and coordinate announcements


* Manage all requests to and from Corporate, Divisions/Brands, or Paris office and follow up accordingly, maintain leadership team's calendar


* In conjunction with other brand EAs, oversee management of Terminal Stores floor space, space planning, partner with general services on maintenance requests, order supplies, manage maintenance of equipment, partner with other admins on projects regarding floor, responsible for booking conference room space


* Special projects and events for Division such as quarterly Town Halls and Holiday Events, conduct research and contact vendors as needed


Required Competencies:


* Innovator
* Challenges the status quo and strives for excellence in execution
* Innovates beyond the product
* Seizes what is just starting and opens new ventures
* Strategist
* Builds a shared vision and strategic frame
* Creates strategic scenarios for growth
* Leads transformation by aligning organization and human capabilities
* Demonstrates sound-judgement in decision-making
* Entrepreneur
* Takes accountability with courage and transparency
* Builds and manages a consumer/customer centric organization
* Gives space for initiatives and enables teams to take risks
* Delivers with integrity both sustainable and short-term results
* Integrator
* Fosters a climate of trust and constructive confrontation
* Develops collective performance of the team
* Enhances transversal co-operation
* Actively networks for effective stakeholder management

5. People Developer

* Treats all individuals in a respectful and consistent manner
* Leverages diversity
* Stimulates learning
* Empowers and develops individuals to contribute to their best

We are an Equal Opportunity Employer and take pride in a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or disability, or any other legally protected status.

If you require a reasonable accommodation to complete an application for a recognized disability under applicable law, please email USApplicationAccommodation@support.lorealusa.com. Please note this email will only respond to specific requests for assistance completing the application as a request for accommodation for a disability. All others will not be considered.

About L'Oreal

L'Oreal USA, headquartered in New York City, is a wholly-owned subsidiary of L'Oreal SA, one of the world's leading beauty companies.