Administrative Assistant

The ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.Administrative Assistant II, Global Creative, MAC Cosmetics The Administrative Assistant II for Global Creative will provide administrative support to 3 Creative VP's, while helping to ensure the department runs efficiently and successfully.RESPONSIBILTIES:** Candidates applying MUST be comfortable and proficient with invoicing as this will be a large portion of the role** Provide VP support: (including but not limited to):Schedule and maintain very busy calendar for VPs via Outlook. Keep VPs on schedule and use best judgment in proactively prioritizing meetings based on overall brand priorities; meet weekly with VP's to reviewCreate expense reportsPrepare, edit, and distribute memos and full-team emails as neededDevelop and issue agendas and recaps for meetings as neededManage and update org chartsOrder supplies as neededDevelop and maintain vacation calendar for VP's direct reports and coordinate across entire teamSet-up all new hires reporting to the VP - inclusive of IT and equipment needs, as well as securityCoordinate meeting rooms, video conferences and catering as requiredOrder and organize office supplies for teamResponsible for messenger service and UPSWork directly with Travel Department to coordinate all travel and most direct routes; obtain travel visas as needed; compose travel itineraryCoordinate office services requests as requestedSupport VP's in creating and maintaining a sense of community within the team; schedule and manage team events, support in securing space and ordering foodProvide backup support to other executives for vacation coverage as neededManage CalendarsTravel PlanningExpense Reports and invoicingQUALIFICIATIONS:Position requires 3+ years administrative experience in a corporate environmentCollege degree or administrative equivalentSuperior organizational skillsA team player: collaborative, outgoing, and demonstrates initiativeExcellent communication and interpersonal skillsProficient computer skills including Microsoft Office applications - Outlook, Word, Excel, PowerPoint, and flowcharting (Excel, ABC, Visio, etc.)Must have ability to handle numerous tasks in an efficient and timely mannerExperience with SAP, Ariba, CandexAbility to handle confidential matters with discretion

Created: 2025-02-14