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.

The ideal candidate will be able to thrive in a fast-paced and highly demanding environment while exhibiting maturity, professionalism and confidentiality at all times. The Administrative Assistant must also be team player who is collaborative, proactive, detail oriented and continually seeks ways to improve organizational efficiencies. 

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
•    Assist with 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
•    Must be proactive and resourceful
•    Ability to manage tasks and projects with autonomy