Job Description: Responsible for supporting two VPs within our Industrial Quality Department of the Operations division in L’Oreal USA. The Administrative Assistant will provide 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. Job Responsibilities: Open and manage purchase orders, as needed Arrange and coordinate travel schedules and reservations Coordinate and manage the VP of Quality and VP, Pilot calendars and schedule appointments and meetings; be cognizant of maintaining a manageable meeting load; confer with VPs on a daily basis to ensure calendar is manageable and up-to-date Arrange meetings rooms (in person and virtually via MS Teams) Send meeting and reminder notices and confirm attendance of invitees; reserve appropriate meeting space, catering, seating, supplies, and equipment Build agendas, ensure proper flow in monthly team meeting and bi-monthly division meeting; prepare and type correspondence, ensure correct spelling and grammar usage Provide cross functional support as needed for direct team of 6+ under VP Reconcile and prepare accurate, timely expense reports following the Company travel and expense policy for both VPs and occasionally during travel heavy periods for customer facing executives. Plans and organizes functional meetings/summits, as necessary, adhering to financial guidelines. Ad-Hoc organization/compilation of data and communications as requested by VPs 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 VPs Communication liaison for the Quality Department in regards to event updates and general information; responsible for coordinating key department employment engagement activities with partnership of local HR. Job Requirements: Able to handle confidential, sensitive information and prioritize independently- self and manager 5+ yrs previous administrative experience supporting an executive role Strong and effective communication using multiple platforms Event project planning experience preferred Proficient with MS Office, Outlook and MS Teams. Advanced Excel and Powerpoint skills are a plus Job Details: Company: L'Oréal Vacancy Type: Full Time Job Location: Clark, NJ, US Application Deadline: N/A Apply Here careers-trivia.com
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