Administrative Assistant - Too Faced Cosmetics

Description

This role will provide administrative support for several Vice President's in the Finance Corporate Function team and help to effectively manage and organize ever⁃changing priorities, bringing strong partnership, superior collaboration and utmost discretion.

Must be comfortable working with a wide variety of stakeholders in a fast⁃moving business environment. A professional and positive demeanor is essential. Partner with other Administrative Assistants to effectively manage, organize, and prioritize a broad range of business activities.

• Effectively manage complex calendar appointments and meetings in Outlook, ensuring quality planning, timely conflict resolution, priority setting, frequent change management.
• Make frequent domestic/international travel arrangements, including visas, time zone awareness, agendas and itineraries.
• Help facilitate and organize workshops/meetings/trainings, including document preparation, copying and distribution. Take a lead role in meeting administration/venue coordination (space, food, audio visual etc.)
• Perform general administrative duties, such as, but not limited to, procuring office supplies, opening and screening incoming paper mail, distributing correspondence, answering phones and referring phone calls, maintaining files, copying, and presentation preparation.
• Interface appropriately with a broad array of internal and external stakeholders, including senior executives, company employees at all levels and external callers and vendors.
• Work closely with other assistants, securing meeting places and coordinating meeting times. Ensure meeting rooms are properly set up, AV equipment is operational, meals and beverages are provided, and rooms are cleaned after meetings.
• Receive and follow through on documents requiring signature and communications requiring follow up.
• Managing, filing and approval of T&E and Corporate AMEX through the Concur system.
• Document and track PTO for team.
• Update team org chart and submit to company CFO on a monthly basis.
• Organize and maintain open shared areas (printers, storage room, office space, etc.)
• Portray a professional demeanor at all times and use discretion when handling confidential data.
• Perform other duties as assigned.

Qualifications

• College/University graduate
• Minimum of 5 years of administrative or business experience
• Ability to multitask in a fast paced, high volume environment
• Excellent interpersonal communication and organizational skills
• Excellent written and verbal communication skills
• Superior PC skills, strong proficiency in Microsoft Office (Outlook, Excel, Word, and PowerPoint) as well as Teams and Zoom
• Self⁃starter with the ability to proactively anticipate needs and potential challenges and take independent action or in consultation as appropriate using good judgment and discretion to resolve issues
• A high degree of professionalism, the ability to remain calm under pressure, and a commitment to excellence are required
• Ability to work well in a collaborative environment and interact effectively with all levels of management and employees
• Results⁃oriented with the ability to complete assignments in a timely manner
• Able to handle confidential and sensitive information withthe utmost discretion
• Perform other duties as required