Administrative Assistant II

The Estée Lauder Companies Inc.; Melville (NY); On-site; USD 41,000 - 65,000; Full time

Job summary

The Estée Lauder Companies Inc. is seeking an Executive/ Administrative Assistant to support up to three Vice Presidents. The role requires high organization, discretion, and proactive prioritization in a fast-paced environment.

Responsibilities include calendar management, meeting coordination, travel planning, expense processing, and producing memos and presentations using Microsoft Office.

Qualifications

• College/University graduate.
• Minimum 5 years previous experience as an Executive Assistant or Administrative Assistant, supporting VP/SVP levels.
• Experience (3–6 months) in an R&D and/or Testing environment preferred.
• Ability to multitask in a fast-paced, high-volume environment.
• Professional, discreet handling of confidential information.

Responsibilities

• Answer and direct phone calls; take messages for executive staff with urgency and accuracy.
• Manage calendars, schedule meetings, and prepare agendas.
• Coordinate onsite and offsite meetings with internal and external stakeholders globally.
• Schedule conference room requests and manage equipment and conflict resolution.
• Assist with event planning and tours for Melville site and town halls.
• Create memos, presentations, and spreadsheets using Microsoft Office.
• Maintain and update department organizational charts quarterly.
• Arrange travel; create detailed itineraries and collect required documents.
• Process invoices, expenses, and purchase orders; track approvals with VPs.
• Route documents for signatures and ensure proper distribution.
• Handle UPS/FEDEX requests; log attendance; manage office supplies.
• Provide cross-coverage to ensure continuity of operations.

Skills

Executive/Administrative experience

Multitasking

Adapt quickly

Excellent communication

Organizational skills

Discretion

Team mentality

Results oriented

Education

College/University graduate

Tools

Microsoft Office

Job description

The Estée Lauder Companies Inc. is one of the world’s leading manufacturers, marketers, and sellers of quality skin care, makeup, fragrance, and hair care products, and is a steward of luxury and prestige brands globally. The company’s products are sold in approximately 150 countries and territories under brand names including: Estée Lauder, Aramis, Clinique, Lab Series, Origins, M·A·C, La Mer, Bobbi Brown Cosmetics, Aveda, Jo Malone London, Bumble and bumble, Darphin Paris, TOM FORD, Smashbox, AERIN Beauty, Le Labo, Editions de Parfums Frédéric Malle, GLAMGLOW, KILIAN PARIS, Too Faced, Dr.Jart+, the DECIEM family of brands, including The Ordinary and NIOD, and BALMAIN Beauty.

DESCRIPTION

POSITION SUMMARY

The Administrative Assistant provides high-level administrative support to up to three Vice Presidents, ensuring efficient day-to-day operations. The ideal candidate is highly organized, proactive, and able to prioritize competing demands in a fast-paced environment while maintaining professionalism and discretion.

Principal Accountabilities

• Answer and direct phone calls. Take accurate messages for R&I executive staff as assigned. Sense of urgency/knowledge of Executive’s needs is imperative
• Manage calendars, schedule meetings, and prepare meeting agendas
• Schedule/set up meetings and conferences for Executives both on and off-site as required and must be able to successfully communicate with internal and external customers globally. Assistant must have exceptional knowledge of company policy and conference room equipment as well as excellent communication and follow-up skills to ensure that meeting requestor’s needs are met.
• Schedule and manage conference room requests. This responsibility would require ensuring that all conference room requests are appropriately executed, conflict resolution skills and an advanced knowledge of conference room equipment.
• Assist with event planning and coordination. This includes but is not limited to scheduling/planning tours for Melville site, assisting with R&D engagement events and town halls etc.
• Create memos, presentations and spreadsheets as required using Microsoft applications.
• Maintain and update department organizational charts on a quarterly basis and as needed
• Arrange travel and accommodations. Create detailed travel itineraries as required for traveling executives and ensure that all travel documentation is obtained before submitting documents to the R&D Travel Coordinator (i.e. visa information, passport information, foreign country invitation letters, etc.), ensure that department runs smoothly in his/her absence, etc.
• Process invoices and expense reports as required for R&I Vice Presidents
• Create, process, and track purchase orders in accordance with company policies and procedures as needed
• Route and follow-up on all documents requiring signature from Vice Presidents (i.e. Project Requests, Invoices, memos) and process or distribute accordingly.
• Execute UPS and FEDEX requests
• Log attendance information on attendance records as requested.
• Process and follow-up on office supply orders for respective groups.
• Have knowledge of all departmental procedures and needs
• Provide cross-coverage for team members as needed to ensure continuity of operations

Qualifications

POSITION REQUIREMENTS/QUALIFICATIONS

• College/University graduate
• Minimum 5 years previous experience as an Executive Assistant or Administrative Assistant. Experience with providing support at the VP and SVP levels.
• Prior experience (at least 3-6 months) in an R&D and/or Testing environment preferred.
• Ability to multitask in a fast paced, high volume environment
• Must be able to adapt quickly to the ever-changing, fast-paced and demanding office environment with a positive attitude and team mentality
• Must have excellent communication, organizational and follow-up skills
• Excellent interpersonal skills - ability to deal with outside companies and all levels of management.
• Excellent PC skills, strong 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
• Previous experience with compliance policies and procedures, confidential/sensitive issues is essential
• Able to handle confidential and sensitive information with the utmost discretion

Pay Range

The anticipated base salary range for this position is $29.90 to $47.10. Exact salary depends on several factors such as experience, skills, education, and budget. Salary range may vary based on geographic location. In addition to base salary, this position is eligible for participation in a highly competitive bonus program as well as participation in the share incentive plan. In addition,In addition to base salary, this position is eligible for participation in a highly competitive bonus program with the possibility for overachievement based on performance and company results. In addition, The Estée Lauder Companies offers a variety of benefits to eligible employees, including health insurance coverage (medical, dental, and vision insurance), wellness and family support programs, life and disability insurance, retirement savings plans, paid leave programs, education-related programs, paid holidays and vacation time, and many others. Many of these benefits are subsidized or fully paid for by the company.

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 [e-mail].

Michigan Applicants

Persons with disabilities needing accommodations for employment must notify the company in writing of the need for an accommodation within 182 days after the date the person with a disability knew or reasonably should have known that an accommodation was needed.

Philadelphia Applicants

Philadelphia's Fair Chance Hiring Law

Rhode Island Applicants

The company is subject to chapters 29-38 of title 28 of the general laws of Rhode Island and is therefore covered by the state's workers' compensation law.