Department Assistant, Finance & Human Resources

  • Company: LVMH P&C
  • Country/Region: United States
  • Business group: Perfumes & Cosmetics
  • Contract type: Permanent Job
  • Function: Human Resources
  • Experience required: Minimum 5 years
  • Reference No.: PCD16325
  • Date of publication: 2019.10.21

Position

MAIN JOB OBJECTIVE

Represent and support the SVP of Finance & Operations and the SVP of Human Resources with communications, expense management, and general team/office support.

ESSENTIAL DUTIES AND JOB RESPONSIBILITIES

Communication (70%)

·       Manage the day-to-day sensitive and confidential business activities of the Executive.

·       Demonstrate the ability to handle confidential and highly sensitive proprietary information with discretion.

·       Schedule meetings and maintain the Executive's daily and long-term calendar in a manner that provides the most effective use of the Executive's time and prioritizes business needs.

·       Evaluate and screen incoming calls independently for priority, resolution, routing, or response in the most professional manner.

·       Prioritize and handle independently internal and external correspondence, including determining whether to directly answer correspondence, where, in their judgment, the Executive's attention is not required, drafting proposed replies, and/or routing to others in the company.

·       Prioritize and execute travel arrangements (both domestic and international) to best facilitate effective use of Executive's time.

·       Represent the Executive by attending meetings where the Executive's attention is not required.

·       Welcome guests and clients by greeting them, in person or on the telephone; answering or directing inquiries.

Expense/Invoice Management (10%)

·       Prepare and submit completed online T&E form for Executive on a monthly basis.

·       Partner with Executive to review and approve the expenses of their direct reports.

·       Analyze spend of department.

·       Process all invoice and purchase order requests.

General Team/Office Support (20%)

·       Coordinate senior Executive meetings and prepare confidential and sensitive materials.

·       Order office supplies for team and applicable departments.

·       Assist Workplace Services in preparation of office area of new hires.

·       Execute special projects and miscellaneous duties.


Profile

PRINCIPAL SKILLS, KNOWLEDGE, AND PERSONAL ATTRIBUTES REQUIRED

·       Bachelor's degree

·       5+ years of experience in supporting an executive, preferably within prestige fragrance and beauty industry

·       Able to support two Executives working across different departments  

·       Sound analytical and communication skills

·       Detail oriented, organized, and demonstrated ability to manage multiple priorities with a sense of urgency

·       Proficiency in Microsoft Office, with advanced Excel experience

·       Ability to interact at all levels with internal and external personnel

·       Proactive, requiring little direction, takes responsibility

·       Demonstrates a strong understanding of confidentiality

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Perfumes & Cosmetics

A major player in the perfumes, make-up and skincare markets, the Perfumes & Cosmetics division groups together major historic Houses as well as young brands with strong potential.

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