Administrative Assistant II, Bobbi Brown
Description
Provide day-to-day administrative support to the Global SVP/GM, Bobbi Brown including but not limited to calendar management, travel and expense coordination, meeting and event planning, catering, and managing special projects.
Accountabilities
Administrative Support: General day-to-day administrative assistance and support for SVP/GM
Maintain daily schedule and ensure that SVP/GM stays on track and on time
Schedule business/status meetings (via MS Outlook) as needed
For any meeting invites sent from SVP calendar, proactively confirm all details including: confirming attendees with SVP and keep track of any changes, ensure meet links are updated, agenda is confirmed
Anticipate & resolve conflicts: develop understanding of the business in order to prioritize meetings appropriately
Screen incoming calls, relay detailed messages as appropriate, re-direct callers as needed
Keep record of all SVP/Global GM direct reports vacation requests
Receive/Review (and action where applicable) all SVP/GM mail
Collaborate with and support other Admin Assistants supporting Leadership Team to ensure process efficiencies across the brand
Keep SVP/GM apprised of the status of all administrative projects
Aid in preparing documents for meetings, maintaining info/files and proactively looking at emails to flag any pressing items for meetings.
Meeting & Event Logistics: Coordinate on- and off-site meetings/events for both internal and external attendees
Order catering (food and beverage); anticipate prep & strike time
Set up conference rooms, including AV equipment, conference call dial-in, etc. for any required visuals/audio, and troubleshoot issues that may arise
Partner with appropriate brand contacts to manage attendee lists, agendas, logistics and catering for key brand events like Town Hall and Employee Engagement Events
Collaborate with HR and other brand Admins to execute
Compile agenda for bi-weekly brand leadership team meetings and distribute to leadership team
Align with SVP/GM and HR on agenda and topics
Travel, Expense and Product Management: Arrange international and domestic travel for SVP/Global GM (+ Leadership Team as needed)
Reconcile and process all monthly expense reports on time and correctly for SVP/GM (via Concur), keeping detailed notes and records
Manage SVP/GM product closet and product ordering for events as needed
Anticipate, order and organize office supplies
Qualifications
Position requires at least 5+ years in a corporate environment providing administrative support at an executive or senior executive level
Excellent attention to detail
Must be able to handle matters of a confidential nature with the utmost professionalism and discretion while using good judgment and diplomacy
Strong administrative skills are required
Must be highly organized and detail-oriented, while also being able to grasp the “big picture”
Excellent communication, writing, and organizational skills are required
Excellent follow-up and follow through
Ability to manage tasks and projects with autonomy
Pay Range
The anticipated hourly range for this position is $30.60 to $48.25. Exact hourly rate depends on several factors such as experience, skills, education, and budget.
Benefits
Health insurance coverage (medical, dental, and vision insurance)
Wellness and family support programs
Life and disability insurance
Retail savings plans
Paid leave programs
Education-related programs
Paid holidays and vacation time
Many of these benefits are subsidized or fully paid for by the company.
Equal Opportunity Employer
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.