Randstad USA Hiring for Administrative Assistant at Brooklyn, NY Full Time

Hello!

My client, who is a well know global beauty company, is currently looking for a Temp-ongoing (possibility for perm in near future) Administrative Assistant at this time! This role will be hybrid in our Brooklyn New York offices, M-F 9am-5pm.

We are looking for individuals who are passionate about the beauty world, especially directed towards the beautiful aromas of fragrance, as this admin will be supporting a well known, top notch, fragrance brand! How fun!!

Please note that this role is starting off as a temp assignment, and then will be extended/ potential to go perm due to overall performance and business needs.

*** If interested, please send your resume to my email ( [email protected] ) as well as apply to this job posting! ***

PRINCIPLE OBJECTIVE: The Administrative Assistant will provide varied administrative support to the Senior Vice Presidents.

ACCOUNTABILITIES:

• Schedule and maintain calendar via Outlook
• Schedule travel domestically and internationally; prepare travel itineraries as needed
• Prepare and submit expense , provide limited support on expenses to team; keep detailed entry log and maintain all records
• Coordinate room and Zoom set up for meetings; dial-ins, presentation and food set up
• Anticipate upcoming needs and workload of the teams, such as scheduling, projects, virtual technology needs etc.
• Update departmental email distribution lists, organizational charts & international affiliate lists
• Work with other assistants in the departments to perform administrative tasks such as ordering supplies, equipment, filling out financial forms, etc.
• Handle ad-hoc projects as requested
• Organize team outings and team celebrations as directed
• Manage new hire set up, including intern sets up, computer and program set up, welcome breakfast, onboarding sessions, etc.

QUALIFICATIONS:

· Requires minimum of 2 years experience working for a senior executive in a fast-paced, high-pressure environment requiring little or no direct supervision. Ideal candidate will be self-directed and will not need day-to-day instructions on how to manage calendar and tasks.

· Experience scheduling domestic and international travel

· Superior organizational skills, including calendar management. Must have the ability to anticipate when blocking time is needed to prepare for meetings or presentations.

· Highly self-motivated, pragmatic, and action oriented

· Must possess the ability to anticipate emerging needs and use judgment to decide what tasks and meetings are high priorities in order to effectively manage the calendar. To effectively do this, must quickly learn company processes and the roles of key stakeholders.

· Proficient computer skills including Microsoft applications (Outlook, Work, Excel, PowerPoint) and knowledge of SAP a plus. Must possess the ability to proofread and correct presentations.

· Excellent communication and interpersonal skills. Must quickly learn key internal and external stakeholders, and understand how to effectively work with senior management and their assistants/teams.

· Excellent time management and follow-through skills with respect to detail.

· Able to handle superior level of confidentiality

· Mature, professional demeanor, particularly for interacting with senior management in-person and on the phone.

· High energy level a plus, in order to manage competing demands and changing daily schedule.