Executive Assistant

  • Company: SSC P&C USA
  • Location: United States
  • Business group: Perfumes & Cosmetics
  • Contract type: Permanent Job
  • Function: Communication & Media
  • Experience required: Minimum 5 years
  • Reference No.: PCD15742
  • Date of publication: 2018.10.14


Main Job Objective:

Represent and support the SVP of Finance & Operations 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.
  • Streamline correspondence for Executive by reading, researching, and routing as necessary.
  • 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.
  • Maintain customer confidence and protect operations by keeping information confidential.

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.

Additional information

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
  • 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
  • Based out of the NY office
  • Travel required based on the needs of the business

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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