Global Executive Assistant H/F - Estée Lauder

## Description

APPRENTICESHIP POSITION (12 months)

- Assist with traditional administration and tasks such as
o Arranges travel (flights, hotels, meetings)
o Sets up and maintains a filing system
o Keeps all files and distributes communications
\- Organizes and coordinates all aspects of local or regional/international meetings, internally or externally.
\- Schedule and Organize Meetings
\- Schedules and arranges meeting rooms as required
\- Organization of special events: hotel, restaurant identification/reservations, invitations, transport, dinner, gifts, AV arrangements, etc.
\- Arranges all aspects of international visitors and retailer visits
\- Assists overseas visitors with accommodation and travel arrangements including welcome gifts, letters and itineraries
\- Manage the travel planner and monitor plan VS budget
\- Manages e-mail correspondence and all calls and handles requests as required
\- Follows up on correspondence
\- Performs and maintains administrative record keeping as appropriate
\- Maintains attendance records and holiday dates (for team)
\- Monitors travel budgets
\- Pre checks invoices for approval

- Office Management :
\- Point of contact for « Affiliate's General Services team »
\- Ensures proper functioning of faxes / printers etc. via support functions
\- Ensures proper functioning of coffee machine, water, and all other floor installations via support functions
\- Ensure office supplies on the floor via general services
\- Process Purchase orders

- Team functioning :
\- Coordinate new comer's onboarding agendas
\- Order breakfast for team meetings or when newcomers arrive to the company
\- Update distribution lists
\- Order products for newcomers
\- Manager Iphone fleet for Kilian and EDPFM employees
\- Point of contact/subject matter expert when team members have a question on
o Expense reporting
o Travel booking

## Qualifications

- Ability to multitask
- Organization skills, interest and demonstrated desire for administration process excellence
- Strong interpersonal and diplomacy skills
- Ability to work independently and autonomously
- Strong skills in Excel, Powerpoint, Outlook
- Fluency in French & English

• Outlook
• Gestion de l'emploi du temps
• Anglais
• Reporting
• PowerPoint