The Executive Assistant will support the General Manager and Guerlain Department Leaders with communications, expense management, and general team/office support. This full-time role will represent the brand through various aspects of internal and external communication, along with playing a key role in coordinate all brand/office appropriate administrative functions.
Principal Duties And Responsibilities
Communications (60%)
- Manage the day-to-day sensitive and confidential business activities of the General Manager and Department VP.
- Demonstrate the ability to handle confidential and highly sensitive proprietary information with discretion.
- Schedule meetings and maintain the Executive’s daily and long-term calendar in a manner that provides the most effective use of time and prioritizes business needs.
- Evaluate and screen incoming calls independently for priority, resolution, routing, or response in the most professional manner.
- Prioritize and handle independently internal and external correspondence, including determining whether to directly answer correspondence when Executive’s attention is not required, using best judgement. This will include drafting proposed replies, and/or routing to others in the company.
- Prioritize and execute travel arrangements (both domestic and international) to best facilitate effective use of Executive’s time.
- Streamline correspondence for Executive by reading, researching, and routing as necessary.
- Represent the Executive by attending meetings where the Executive’s attention is not required.
- Welcome guests and clients by greeting them, in person or on the telephone; answering or directing inquiries.
- Maintain customer confidence and protect operations by keeping information confidential.
- Conduct all other job-related activities.
General Team/Office Support (30%)
- Coordinate all assigned meetings and materials to support these meetings from beginning to end.
- Schedule meetings in a manner that provides the most effective use of time and prioritizes business needs.
- Order office supplies for the team and applicable departments.
- Assist Workplace Services with any office related functions such as the preparation of office area of new hires.
- Execute special projects and miscellaneous duties.
- Support multiple departments’ requests and prioritize among them.
Expense/Invoice Management (10%)
- Prepare and submit completed online T&E form for General Manager and Department VP monthly.
- Partner with General Manager to review and approve the expenses of their direct reports.
- Analyze spend of department.
- Process all invoice and purchase order requests.
SUPERVISION RECEIVED
Direct report to General Manager with supporting line to all Department VP.
Job Responsibilities
- 3+ years of experience in supporting an executive, preferably within prestige fragrance and beauty industry
- Strong analytical and communication skills
- Detail oriented, organized, and demonstrated ability to manage multiple priorities with a sense of urgency
- Proficiency in Microsoft Office, with Excel experience
- Ability to interact at all levels with internal and external clients
- Proactive, requiring little direction, takes responsibility
- Deals with confidential information and/or issues using discretion and judgment
