Executive Assistant II - CDMO & Commercial, LDB

L'oreal Usa; New York (NY); Hybrid; USD 90,000 - 126,000; Full time

Benefits offered by this job

Hybrid work policy

VIP access to internal shop

Monthly cell phone allowance

Job summary

L’Oréal USA is seeking an experienced Administrative Assistant to support the SVP of Commercial and the CDMO for LDB. You will handle calendar management, travel, expense reports, and event coordination while working with executives across divisions and external partners.

The role requires strong Microsoft Office skills, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced environment. Hybrid work and comprehensive benefits are available.

Qualifications

• Prior administrative experience in a corporate environment.
• Ability to work in a fast-paced environment.
• Must be financially savvy with budget and POs.
• Bachelor’s degree is strongly preferred.

Responsibilities

• Manage complex calendars for SVP of Commercial and CDMO.
• Coordinate domestic and international travel arrangements.
• Prepare presentations, memos and expense reports.
• Plan onsite and offsite events for cross-functional teams.
• Process purchase orders and manage T&E budget.

Skills

Administrative experience

Budget management

Organizational skills

Writing & communication

Confidentiality

Cross-functional teamwork

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Word

Excel

PowerPoint

Outlook

Job description

Location: New York, NY

Reports To: CDMO, LDB & SVP of Commercial

Who We Are:

For more than a century, L’Oréal has devoted its energy, innovation, and scientific excellence solely to one business: Beauty. Our goal is to offer each and every person around the world the best of beautyin terms of quality, efficacy, safety, sincerity and responsibility to satisfy all beauty needs and desires in their infinite diversity.

At L’Oréal Dermatological Beauty, our mission is to help everyone in their quest for healthy and beautiful skin. Our division is the world leader in dermo-cosmetics by adding health to beauty. Our brands portfolio includes CeraVe, La Roche-Posay, Vichy, SkinCeuticals and Skinbetter Science offering a range of skincare and haircare products to respond to all expectations linked to beauty and health of the skin.

What You Will Learn:

This position is responsible for providing highly diverse administrative support the SVP of Commercial and CDMO for LDB. This position works closely with top executives across all divisions and brands, outside vendors, and International Top Management. Responsibilities include, but are not limited to: calendar management, presentation material and meeting preparation, Event organization, budget management, and purchase order creation and processing. Additional responsibilities include expense report preparation, executive travel arrangements, ordering of supplies and space management.

• Perform administrative tasks including: complex calendar management for internal and external meetings, manage domestic and international travel arrangements and arrange meetings
• Communicate directives and information from both supervisors to executive management and their teams
• Have the ability to anticipate patterns; looking beyond the immediate problem to wider implications. Generate new and innovative solutions to complex problems
• Possess the ability to make executive decisions and problem solve at all levels both internally and externally is critical
• Arranging travel itineraries and preparing travel and expense reports, organizing and maintaining central filing system
• Advanced skills in PowerPoint, Excel, and Visio for effective creation of organizational charts and presentations
• Advanced word processing of all memos, letters, agendas, meeting minutes, etc.
• Coordinating large meetings including the management of attendees, booking location and time, arranging meals and any A/V materials
• Handle all logistics for meetings: prepare agenda, send meeting requests, confirm attendance of required attendees, reserve appropriate meeting space and partner with IT for use of technical systems when needed (i.e. video conference), manage order of catering, supplies and equipment
• Prepare and type correspondence, assist with preparation for accurate presentations and spreadsheets; manage logistics for external presentation engagements
• Plan and coordinate onsite and offsite events for the Digital and Commercial teams
• Expense report and managing T&E budget
• Organizing and managing team POs, group’s financial budget, as well as managing expenses for entire group
• Puts together and maintains files and aids for internal and external meetings, and drafts reports

What We Are Looking For:

Required Qualifications:

• Prior administrative experience in a corporate environment
• Ability to work in a challenging and fast pace environment
• Must be financially savvy and have the ability to manage a budget and Pos
• Must be looking for a long-term administrative assistant position
• Bachelor’s degree is strongly preferred

Preferred Qualifications:

• Positivity and resourcefulness are key
• Must possess a high degree of professionalism & ability to handle highly confidential information
• Must possess extremely strong organizational and interpersonal skills with the ability to deal with people at all levels, both internally and externally, as well as varied cultural backgrounds and creative personalities
• Requires strong writing and oral communication skills
• Ability to maintain organization while effectively managing multiple tasks and competing priorities
• Ability to use judgment and discretion and complete tasks with limited or no direction
• Highly proficient in the use of Microsoft Office (Word, Excel, and PowerPoint) and Outlook
• Adaptable and able to learn new systems quickly and efficiently
• Must be a proactive and forward thinker who has creative problem-solving skills
• Possess ability to work in a team environment across multiple functions

As an integral part of our culture at L’Oréal, wellness is at our core. We not only offer a generous Benefits Package(Medical, Dental, Vision, 401K), we also offer flexible time off, work from home days, and a pension plan! Additionally, you will haveaccess to company perks such as Makeup, Skincare, and Fragrance! Employees receive a stipend for L'Or é al products as well as VIP Access to L ’ Or é al ’ s Internal Shop for Discounted Products, and other perks such as Monthly Mobile Allowance, discounted gym memberships, and ERGs.

Additional Benefits Information As Follows:

Salary Range: $90,000 - $126,000 (The actual compensation will depend on a variety of job-related factors which may include geographic location, work experience, education, and skill level)

• Hybrid Work Policy (3 Days in Office, 2 Days Work from Home)
• Flexible Time Off (Paid Company Holidays, Paid Vacation, Vacation Buy Program, Volunteer Time, Summer Fridays & More!)
• Access to Company Perks (VIP Access to L’Oréal’s Internal Shop for Discounted Products, Monthly Mobile Allowance)
• Learning & Development Opportunities (Unlimited Access to E-learnings, Lunch & Learn Sessions, Mentorship Programs, & More!)
• Employee Resource Groups (Think Tanks and Innovation Squads)
• Access to Mental Health & Wellness Programs

Work Authorization & Sponsorship: Authorization to work in the United States on a full-time, permanent, ongoing basis is required. No immigration support/sponsorship offered for this role.

Hybrid Policy: Being present in the office three days a week is considered an essential function of all office-based roles for eligible full-time employees

Don’t meet every single requirement?

At L'Oréal, we are dedicated to building a diverse, inclusive, and innovative workplace. If you’re excited about this role but your past experience doesn’t align perfectly with the qualifications listed in the job description, we encourage you to apply anyways! You may just be the right candidate for this or other roles!

We are an Equal Opportunity Employer and take pride in a diverse environment. We would love to find out more about you as a candidate and do not discriminate in recruitment, hiring, training, promotion, or other employment practices for reasons of race, color, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or disability, or any other legally protected status.

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