Administrative Assistant II

Description

POSITION OVERVIEW

The Administrative Assistant II provides organized and reliable administrative support to three senior leaders: SVP & General Manager, La Mer; VP, Finance, Skincare Cluster; and VP, Strategy, Skincare Cluster. Coordinate calendars, meetings, travel, expenses, and day-to-day logistics to help the leaders and their teams operate efficiently. Manage competing priorities with strong attention to detail, sound judgment, and discretion.

KEY RESPONSIBILITIES

• Manage calendars for three leaders, including scheduling meetings, resolving conflicts, coordinating across time zones, and communicating changes.

• Coordinate domestic and international travel, including itineraries, reservations, ground transportation, and related logistics.

• Prepare and submit expense reports, reconcile receipts, and resolve questions in accordance with company policy.

• Organize in-person and virtual meetings, including conference rooms, technology, attendee logistics, materials, and catering as needed.

• Prepare, format, and proofread agendas, presentations, reports, correspondence, and other meeting materials.

• Track routine follow-ups, deadlines, and action items. Provide timely reminders and flag scheduling or logistical issues.

• Serve as a professional point of contact for the supported leaders, routing requests and information to the appropriate stakeholders.

• Maintain organized digital files, distribution lists, contact information, and recurring meeting records.

• Process invoices, purchase orders, office requests, and other routine administrative transactions. Maintain basic tracking as needed.

• Support team meetings, leadership visits, town halls, and other departmental activities and events.

• Coordinate office supplies, equipment requests, and administrative onboarding logistics for new team members as needed.

• Partner with other administrative professionals to coordinate cross-functional meetings, share information, and provide coverage when appropriate.

• Handle confidential business and employee information with discretion and good judgment.

• Provide support on other administrative assignments and projects consistent with the role.

Qualifications

• • 3+ years of relevant administrative or office support experience.

  • Proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint, with the ability to learn new systems quickly.

  • Strong organizational, time-management, and follow-through skills, with close attention to detail.

  • Clear written and verbal communication skills and a professional, service-oriented approach.

  • Ability to prioritize requests from multiple leaders and adjust to changing needs in a fast-paced environment.

  • Sound judgment and discretion when handling sensitive or confidential information.

  • Collaborative, dependable, and comfortable working independently within established processes.