Administrative Assistant
Provide administrative support for the office of the CFO. Help to effectively manage and organize ever-changing priorities, using good judgment and the utmost discretion. Must be comfortable working with a wide variety of stakeholders in a highly complex, fast-moving business environment. A professional, positive and calm demeanor is essential in managing the fast-paced environment. Partner with Executive Assistant and other assistants of Senior Management to effectively manage, organize, and prioritize a broad range of business activities.
Responsibilities
• Schedule meetings for the CFO by maintaining and updating the calendars in Outlook, and making travel arrangements
• Schedule domestic/international travel arrangements with any necessary visas and accompanying itineraries
• Help facilitate and organize workshops / meetings / trainings, including document preparation, copying and distribution. Take a lead role in meeting administration / venue coordination (space, food, audio visual etc.)
• Perform general administrative duties, such as, but not limited to, opening and screening incoming mail, distributing correspondence, answering phones, (referring phone calls), maintaining files, scheduling trips and meetings, copying, PowerPoint presentation preparation
• Assist in the preparation and delivery of yearly strategy books – including prep meetings, supplies, duplicating and distribution
• Interface appropriately with a broad array of internal and external stakeholders, including senior executives, company employees at all levels and external callers and vendors
• Work closely with other assistants, securing meeting places and coordinating meeting times. Ensure room is properly set-up, AV equipment is operational, meals and beverages are set up and room is cleaned after meetings
• Receive and follow through on documents requiring signature and communications requiring follow up
• Maintain professionalism at all times and use discretion when handling confidential data
• Perform other duties or special projects as assigned and required
Qualifications
• College/University graduate
• Minimum of 5 years of administrative or business experience, preferably in a finance environment
• Ability to multitask in a fast paced, high volume environment
• Excellent interpersonal communication and organizational skills
• Excellent written and verbal communication skills
• Excellent PC skills, string proficiency in Microsoft Office (Outlook, Excel, Word, and PowerPoint)
• Ability to proactively anticipate needs and potential problems and take independent action 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 with the utmost discretion
• Flexibility with work hours is a must (coming in early and possibly staying until 7pm or later, depending on business needs)
Job: Administrative
Primary Location: Americas-US-NY-New York
Job Type: Standard
Schedule: Full-time
Shift: 1st (Day) Shift
Job Number: 210843
We are an equal opportunity employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. 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.