Job Title: Administrative Assistant III

Division: Luxury Products Division

Location: Monmouth Junction, NJ

Reports To: VP, US Supply Chain

Who We Are: 

For more than a century, L’Oréal has devoted its energy, innovation, and scientific excellence solely to one business: Beauty. Our goal is to offer each and every person around the world the best of beauty in terms of quality, efficacy, safety, sincerity and responsibility to satisfy all beauty needs and desires in their infinite diversity.

At L'Oréal Luxe our mission is to provide our consumers the best products and brand experience by making it unique. Our portfolio is composed of over 21 brands including major brands, highly aspirational and multi-expert, such as Lancôme, Yves Saint Laurent, and Giorgio Armani.

What You Will Do:

Provides a wide variety of administrative duties; sometimes those that are non-routine and confidential in nature; requires a general understanding of organization policies and practices; draws upon precedent to determine course of action; works under general supervision.

• Coordinate and manage LUXE Supply Chain VP’s calendar, schedule appointments and meetings; maintain a manageable meeting load; confer with VP multiples times a week (up to daily) to ensure calendar remains manageable and up to date
• Reconcile and prepare accurate, timely expense reports following the Company travel and expense policy for the VP, SC and occasionally- during travel heavy periods- for customer facing executives
• Provide cross functional support as needed for direct team of 10+ under VP.
• Open and manage Purchase Orders, as needed
• Build agendas, ensure proper flow in team meetings and divisional meeting; prepare and type correspondence, ensure correct spelling and grammar usage
• Arrange meetings rooms in person (may include catering) and via Microsoft Teams
• Send meeting and reminder notices and confirm attendance of invitees; reserve appropriate meeting space, catering, seating, supplies, and equipment
• Ad hoc organization/compilation of data and communications as requested by VP, SC for internal and external stakeholders. 
• Process monthly/quarterly events lists, division supply orders, product orders SHOP, delegate for multiple system approval processes on behalf of VP
• Coordinate travel schedules, arrangement and reservations for offsite and team social events.
• Plans and organizes functional meetings/summits, as necessary, adhering to financial guidelines.
• Communication liaison for LUXE US Supply Chain regarding event updates and general information; lead local GIVE team and responsible for coordinating key LUXE Supply Chain employment engagement activities with partnership of local HR.

Organization Impact/Influence:

Nature and level of contacts will vary.  Administrative Assistant III must have the ability to interact effectively with all levels of employees and external contacts, including the Sr. Management of L’Oréal USA, Worldwide management and Customer executives.  They must be able to establish and maintain relationships on behalf of VP SC with suppliers, customers and with other executive/administrative assistants, both internally and externally.

What We Are Looking For:

• 5+ yr administrative experience supporting an executive role (college degree + 2yrs experience may be considered in lieu of)
• Strong and effective communication using multiple platforms 
• Able to handle confidential, sensitive information and prioritize independently- self and manager
• Proficient with Microsoft Office, Outlook, and Teams.  Advanced Excel skills a plus 
• Event and project planning experience a plus

Travel:  

·       Expectation is to travel to New York City office ~2x to 4x per month and to other sites (during team offsite events or West Coast HQ visits- up to 3x/yr.). Approx. 10% local travel in NY-NJ region between offices from Monmouth Junction, NJ base)