Job Description

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Administrative Assistant II, Global Creative, MAC Cosmetics

The Administrative Assistant II for Global Creative will provide administrative support to 3 Creative VP’s, while helping to ensure the department runs efficiently and successfully.

RESPONSIBILTIES :

** Candidates applying MUST be comfortable and proficient with invoicing as this will be a large portion of the role**

• Provide VP support: (including but not limited to):
• Schedule and maintain very busy calendar for VPs via Outlook. Keep VPs on schedule and use best judgment in proactively prioritizing meetings based on overall brand priorities; meet weekly with VP’s to review
• Create expense reports
• Prepare, edit, and distribute memos and full-team emails as needed
• Develop and issue agendas and recaps for meetings as needed
• Manage and update org charts
• Order supplies as needed
• Develop and maintain vacation calendar for VP’s direct reports and coordinate across entire team
• Set-up all new hires reporting to the VP - inclusive of IT and equipment needs, as well as security
• Coordinate meeting rooms, video conferences and catering as required
• Order and organize office supplies for team
• Responsible for messenger service and UPS
• Work directly with Travel Department to coordinate all travel and most direct routes; obtain travel visas as needed; compose travel itinerary
• Coordinate office services requests as requested
• Support VP’s in creating and maintaining a sense of community within the team; schedule and manage team events, support in securing space and ordering food
• Provide backup support to other executives for vacation coverage as needed
• Manage Calendars
• Travel Planning
• Expense Reports and invoicing

QUALIFICIATIONS:

• Position requires 3+ years administrative experience in a corporate environment
• College degree or administrative equivalent
• Superior organizational skills
• A team player: collaborative, outgoing, and demonstrates initiative
• Excellent communication and interpersonal skills
• Proficient computer skills including Microsoft Office applications – Outlook, Word, Excel, PowerPoint, and flowcharting (Excel, ABC, Visio, etc.)
• Must have ability to handle numerous tasks in an efficient and timely manner
• Experience with SAP, Ariba, Candex
• Ability to handle confidential matters with discretion

Job Tags

Similar Jobs