Executive Assistant, Travel Retail Americas

Posizione

The Executive Assistant will provide full organizational and personal administrative support to the TR Americas Managing Director’s (MD) day-to-day activities and subjects, and assist the Travel Retail Americas’ team according to specific needs.

The ideal profile for this role is someone with professional maturity and an administrative background.

Responsabilità del ruolo

• Manage all expense reports for Managing Director Travel Retail, and other key TR leaders (exact list to be defined.)
• Responsible for making all travel arrangements for Managing Director (itinerary, logistics, accommodation, visas if required, etc.)
• In charge of Managing Director’s calendar (scheduling of meetings, interviews, calls, personal appointments, etc.) Takes initiative to remind and highlight key dates and events to MD ahead of time and ensure they are booked in agenda.
• Help with administrative projects on demand to the Travel Retail staff
• Coordinate schedule of conference rooms in coordination with Office Manager
• Lead the planning of corporate meetings, events, TR seminars.
• Set dates and manage e-invitations, venue bookings.
• Draft template PowerPoint decks
• Organize Team Building/Charity/Sustainability activities for the team
• Manage agenda and bookings for TFWA Cannes & LVMH Beauty year-end events
• Responsible for taking notes/minutes during meetings when needed and delivering internal recaps
• Handle incoming and outgoing emails or correspondence on behalf of MD
• Negotiate favorable terms and pricing agreements with vendors, caterers and other service providers for special events
• Provide general administrative assistance for all daily office functions for the Travel Retail department
• Special projects and miscellaneous duties may be assigned as needed, such as: Publications & Communications – news releases & TR Americas SharePoint, Weekly press review
• Assist Finance Director in administrative aspect of TR Americas SharePoint (login/creation of new members).

Profilo

• Proactive, team player
• Must be able to anticipate needs and requests from Executives
• Detail oriented
• Must be able to handle confidential information with discretion
• Able to take initiative, be innovative, to bring new ideas
• Problem solving approach to all matters
• Customer service mindset
• Fluency in English and Spanish required
• Strong Excel and PowerPoint skills
• At least 2-3 years of professional experience
• Appreciated previous titles/industries: Office Manager, Office Assistant, Regional Assistant, Executive Assistant, Administrative Assistant, Customer Service/Hospitality/Service Industries
• Must be able to travel internationally occasionally throughout region for annual Beauty Consultant Seminar and other events (approximately 5%)
• Applicants must be currently authorized to work in the United States for any employer