Admin Assistant II, Office Services & Security

Estée Lauder Companies • New York, NY

3d • $32 - $51

About The Position

The Estée Lauder Companies Inc. is one of the world’s leading manufacturers, marketers, and sellers of quality skin care, makeup, fragrance, and hair care products, and is a steward of luxury and prestige brands globally. The company’s products are sold in approximately 150 countries and territories under brand names including: Estée Lauder, Aramis, Clinique, Lab Series, Origins, M·A·C, La Mer, Bobbi Brown Cosmetics, Aveda, Jo Malone London, Bumble and bumble, Darphin Paris, TOM FORD, Smashbox, AERIN Beauty, Le Labo, Editions de Parfums Frédéric Malle, GLAMGLOW, KILIAN PARIS, Too Faced, Dr.Jart+, the DECIEM family of brands, including The Ordinary and NIOD, and BALMAIN Beauty.
Description
BASIC FUNCTION: Primary responsibility to provide administrative support to the Vice Presidents and assist, when necessary, other members of the Office Services and Security management staff comprised of twelve separate and distinct departments. Responsibilities include managing heavy incoming and outgoing correspondence, answering and directing telephone inquiries, scheduling meetings, maintaining calendars, compiling expense reports, fielding inquiries, setting up reports, and correspondence. Managing Supplier/Vender Certificates of Insurance for all NY Office locations; NYC ELC Office Sustainability and Mail Services Data programs.

Requirements

• College/University graduate
• Minimum of 5 years of administrative or business experience
• Ability to multitask in a fast paced, high volume environment
• Excellent interpersonal communication and organizational skills
• Excellent written and verbal communication skills
• Superior PC skills, strong proficiency in Microsoft Office (Outlook, Excel, Word, and PowerPoint) as well as Teams and Zoom
• Self⁃starter with the ability to proactively anticipate needs and potential challenges and take independent action or in consultation as appropriate using good judgment and discretion to resolve issues
• A high degree of professionalism, the ability to remain calm under pressure, and a commitment to excellence are required
• Ability to work well in a collaborative environment and interact effectively with all levels of management and employees
• Results⁃oriented with the ability to complete assignments in a timely manner
• Able to handle confidential and sensitive information withthe utmost discretion
• Perform other duties as required

Responsibilities

• Provide day to day administrative support to the Vice Presidents; meetings/calendar, phone mail, travel etc. Respond to routine inquiries for the Vice Presidents in a timely manner.
• Handle heavy telephone volume and assist other members of the Global Security and Office Services management staff as required. Screen all calls and handle any requests or problems when possible. Consistent interaction with senior executives, landlord management staff, and key suppliers.
• Maintain in accordance with Corporate Records Management (digital and physical) database of departmental contract MSA’s and SOW’s; notify business units regarding contract expirations, renewals, termination dates etc.
• Correspondence, internal memorandums, reports, etc. as required. Create Power Point decks for various presentations etc.
• Act as department sponsor for all non-exempt employees (who work in a variety of locations); onboard of new employees. Request from business unit leader and maintain exempt and non-exempt time off data; create master vacation schedule for OSLT to ensure appropriate operational coverage Coordinate and distribute company provided gifts to staff members - i.e. staff appreciation day etc. Maintain internal departmental database for terminations and new hires.
• Maintain Global Security and Office Services rosters and emergency contact lists; maintain emergency contact lists for all NYC, domestic and international offices, update as necessary and distribute as required.
• Organize workflow for VPs and work with support staff to ensure efficient and timely completion of assignments and follow-up.
• Prepare expense reports for VPs. Manage preparation and ensure timely submission of expense reports for the departments.
• Process purchase requisitions, invoices in alignment with financial policy and procedures.
• Responsible for working in conjunction with Finance to obtain monthly NYC building electrical invoices. Record electrical usage and cost. Share year-end findings with the ELC Sustainability teams for inclusion in the Company’s Annual Sustainability Report.
• Responsible for the collection and recording of the monthly Office Services Mail Services data for NYC Uptown, NYC Downtown, Melville, Blaine and Canada locations. Maintain the area specific Excel workbooks for any building or subject matter form addition and deletions and provide reports to the VP monthly.
• Coordinate the certificates of insurance program and database in collaboration with Building Services, Facilities Management and Purchasing teams. Request annual policy documents from all vendors as well as for sporadic work and event contractors. Interact with the various building managers for the latest certificate of insurance requirements, building specific documents and certificate approvals.
• Assist with international coordination of global security initiatives.
• Support the ELC Global Command Center as necessary.

Benefits

• In addition, The Estée Lauder Companies offers a variety of benefits to eligible employees, including health insurance coverage (medical, dental, and vision insurance), wellness and family support programs, life and disability insurance, retirement savings plans, paid leave programs, education-related programs, paid holidays and vacation time, and many others. Many of these benefits are subsidized or fully paid for by the company.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees