Executive Assistant

Job Summary:
Provide administrative assistance and support to two business leaders, Senior Vice President HR & DE&I, and Senior Vice President Corporate Communications, acting as a communication link to ensure smooth and efficient operations between departments.

Primary Duties & Responsibilities:
Provide administrative support including (but not limited to): calendar management, travel arrangements, expense reporting, etc.
Create travel agendas and book reservations accordingly.
Create monthly reports, reconcile, and submit expenses for approval and payment through Interplx Systems
Track and file invoices/receipts when received
Renew memberships, visas, credit cards, etc.
Coordinate department needs and information within the HR & Corporate Communications Teams
Interact with Global Brand Holder, US Commercial, Shared Service & transversal teams within Shiseido, and all other individuals / departments at different levels within the organization.
Liaise with all other Executive Assistants to coordinate schedules, meetings, and information as needed
Coordinate meeting dates, virtual meeting information and PowerPoint deck preparation for meetings and presentations.
Assist in the creation of PowerPoint decks.
Support the HR Team where needed with Project related activity (Internship, Employee Affinity Groups, Engagement Survey etc.)
In partnership with HR Teams maintain organizational charts as needed
Accommodate guests visiting to meet with the EC (register names with security, meet in reception, offer drinks, take coats)
Reserve meeting space, conduct set up and cleanup of catering in conference room areas prior to and after meetings
Place food orders for meetings as requested
Complete miscellaneous business errands

Qualifications & Competencies:
Minimum of three years’ experience supporting Senior Executives within a corporate environment
Strong communication skills, both written and verbal.
Strong technical skills, especially with MS Excel, PowerPoint, and Outlook, are required.
Professionalism and flexibility to assist and accommodate accordingly.
Intuitive thinking and problem-solving skills.
Enthusiasm and positive, can-do attitude. High sense of business urgency.
Ability to prioritize workload, organized and detail oriented.
Interpersonal skills, along with the ability to work with cross-functional teams.
College graduate preferred.

Shiseido is an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender identity, religion, sex, age, national origin, disability, veteran status, sexual orientation, genetic information or any other classification protected by Federal, State or Local law

Salary :
$38.39 - $52.78/ hour