Executive Assistant

Shiseido; New York (NY); Hybrid; USD 65,000 - 95,000; Full time

Job summary

Shiseido is seeking an experienced Executive Assistant to provide high-level administrative support to the Country Manager and SVP in a hybrid environment in New York. The role acts as a key liaison across departments to streamline operations and ensure seamless execution of business activities.

You will manage calendars, coordinate meetings, travel, budgets, and events with attention to detail and professionalism.

Qualifications

• 5+ years’ experience supporting senior executives in a corporate environment.
• Strong written and verbal communication skills.
• Advanced MS Excel, PowerPoint, and Outlook proficiency.
• Ability to work in a hybrid in-office and remote format.

Responsibilities

• Maintain and optimize executive calendars and meeting schedules.
• Coordinate with global IT and FOCUS teams as needed.
• Arrange conference rooms and TEAMS meetings with internal and external parties.
• Order and distribute office supplies and sundries as needed.
• Create travel agendas and book reservations via AMEX/Concur per policies.
• Take meeting notes and assist in PowerPoint deck creation.
• Support capex/opex budget review meetings and expense tracking.
• Plan and support large events and quarterly Town Hall meetings.
• Assist Learning and Development initiatives and required training.

Skills

MS Excel

PowerPoint

Outlook

Communication

Organization

Job description

Provide high-level administrative support to the Country Manager and SVP, serving as a key liaison across departments to facilitate effective communication, streamline operations, and ensure the seamless execution of business activities.

WHAT YOU WILL DO

Support Key Business Activities for the Americas Region Stakeholders

• Maintain and optimize meeting calendars, scheduling, and rescheduling of meetings (both with regional and HQ contacts) to optimize work and focus time, as appropriate to the individual stakeholder.
• Coordinate department needs and information with the global IT and FOCUS teams as needed.
• Schedule conference rooms and TEAMS virtual meetings with internal and external parties as appropriate.
• Order and distribute office supplies and sundries as needed.
• Create travel agendas and book reservations through AMEX / Concur or other means as appropriate to the individual stakeholder, anticipating needs at destinations and adhering to all SAC Travel policies.
• Consult with other Executive Assistants to coordinate schedules, meetings, and information as needed at the region and global level.
• On occasion, assist in the creation of PowerPoint decks and take meeting notes.
• Support capex and opex budget review meetings with notes and follow ups with the teams and updates to the tracker and expense master
• SOP updates and creation, if needed.
• Quarterly App Stack Reviews with the IT Teams.
• Support Change Control Board Meetings (only when primary lead is unavailable).
• Support tactically on OCM activities (schedule training sessions, attend sessions and take notes).

Support and Maintain Financial Activities

• Complete expense reports for self and key stakeholders on time through the expense system, ensuring compliance to all audit requirements, and adhering to SAC Expense Policy.
• Track and file invoices/receipts when received.
• Execute weekly IT invoice coding, working together with department personnel to gather needed information (i.e., I/O codes, etc.), ensuring all coding is executed within agreed thresholds.
• Follow up on payment processing status for all coded invoices and report discrepancies or contact vendors as appropriate, ensuring all payments are completed in a timely manner.

Support Key Events and Large Meetings

• Support the planning and execution of SAC IT in-person events (Q2 and Q4), working with external agencies on detailed agendas, collaborating with executive stakeholders, and making decisions as needed, ensuring adherence to budget targets.
• Support major corporate events (e.g., SAC Town Hall, Brand Conferences, etc.) as appropriate.
• Support other events or large meetings as needed.
• Coordinate meeting dates, virtual meeting information and PowerPoint deck preparation for quarterly Town Hall meetings and other major brand-wide presentations
• Conduct research on venues, gifting, etc. to help determine overall budget.
• Collaborate with the leadership team to ideate meeting/event theme, production, etc.
• Partner with HR contacts and maintain ongoing communication regarding any new hires, terms, birthdays, anniversaries, or structural updates.
• Update team organizational charts as needed.
• Forecast and order team quarterly award packages as required.
• Accommodate guests visiting to meet with the EC (e.g., register names with security, meet in reception, offer drinks, take coats)
• Reserve meeting space, conduct set up and cleanup of catering in conference room areas prior to and after meetings.
• Place food orders for meetings as requested.

Execute Learning and Development

• Take O365 classes to increase skills, starting with basic curriculum and progressing to more advanced, as appropriate.
• Create and execute personalized roadmap of training program.
• Complete all required company and compliance training as required.

WHO YOU ARE

• Minimum of 5 years’ experience supporting Senior Executives within a corporate environment
• Effective communication skills, both written and verbal.
• Strong technical skills, especially with MS Excel, PowerPoint, and Outlook.
• Professionalism and flexibility to assist and accommodate accordingly.
• Intuitive thinking and problem-solving skills.
• Enthusiasm and positive, can-do attitude. High sense of business urgency.
• Ability to prioritize workload, organized and detail oriented.
• Interpersonal skills, along with the ability to work with cross-functional teams.
• Able to work in a hybrid in-office and remote format.