Job Information
The Estee Lauder Companies Admin Assistant II, Office Services & Security in New York, New York
Description
BASIC FUNCTION : Primary responsibility to provide administrative support to the Vice Presidents and assist, when necessary, other members of the Office Services and Security management staff comprised of twelve separate and distinct departments. Responsibilities include managing heavy incoming and outgoing correspondence, answering and directing telephone inquiries, scheduling meetings, maintaining calendars, compiling expense reports, fielding inquiries, setting up reports, and correspondence. Managing Supplier/Vender Certificates of Insurance for all NY Office locations; NYC ELC Office Sustainability and Mail Services Data programs.
MAJOR DUTIES :
Provide day to day administrative support to the Vice Presidents; meetings/calendar, phone mail, travel etc. Respond to routine inquiries for the Vice Presidents in a timely manner.
Handle heavy telephone volume and assist other members of the Office Services management staff as required. Screen all calls and handle any requests or problems when possible. Consistent interaction with senior executives, landlord management staff, and key suppliers.
Maintain in accordance with Corporate Records Management (digital and physical) database of departmental contract MSA’s and SOW’s; notify business units regarding contract expirations, renewals, termination dates etc.
Correspondence, internal memorandums, reports, etc. as required. Create Power Point decks for various business cases, presentations etc.
Act as department sponsor for all non-exempt employees (who work in a variety of locations) ; onboard of new employees. Request from business unit leader and maintain exempt and non-exempt time off data; create master vacation schedule for OSLT to ensure appropriate operational coverage Coordinate and distribute company provided gifts to staff members - i.e. staff appreciation day etc. Maintain internal departmental database for terminations and new hires.
Maintain Office Services and Security emergency contact list; maintain emergency contact list for all NYC offices update as necessary and distribute as required.
Organize workflow for VPs and work with support staff to ensure efficient and timely completion of assignments and follow-up.
Prepare expense reports for VPs. Manage preparation and ensure timely submission of expense reports for the department
Process purchase requisitions, invoices in alignment with financial policy and procedures.
Responsible for working in conjunction with Finance to obtain monthly NYC building electrical invoices. Record electrical usage and cost. Share year-end findings with the ELC Sustainability teams for inclusion in the Company’s Annual Sustainability Report.
Responsible for the collection and recording of the monthly Office Services Mail Services data for NYC Uptown, NYC Downtown, Melville, Blaine and Canada locations. Maintain the area specific Excel workbooks for any building or subject matter form addition and deletions and provide reports to the VP monthly.
Coordinate the certificates of insurance program and database in collaboration with Building Services, Facilities Management and Purchasing teams. Request annual policy documents from all vendors as well as for sporadic work and event contractors. Interact with the various building managers for the latest certificate of insurance requirements, building specific documents and certificate approvals.
Qualifications
College/University graduate
Minimum of 5 years of administrative or business experience
Ability to multitask in a fast paced, high volume environment
Excellent interpersonal communication and organizational skills
Excellent written and verbal communication skills
Superior PC skills, strong proficiency in Microsoft Office (Outlook, Excel, Word, and PowerPoint) as well as Teams and Zoom
Self⁃starter with the ability to proactively anticipate needs and potential challenges and take independent action or in consultation as appropriate using good judgment and discretion to resolve issues
A high degree of professionalism, the ability to remain calm under pressure, and a commitment to excellence are required
Ability to work well in a collaborative environment and interact effectively with all levels of management and employees
Results⁃oriented with the ability to complete assignments in a timely manner
Able to handle confidential and sensitive information withthe utmost discretion
Perform other duties as required
Equal 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.