Administrative Assistant III

Who We Are

For more than a century, L’Oréal has devoted its energy, innovation, and scientific excellence solely to one business: Beauty. Our goal is to offer each and every person around the world the best of beauty in terms of quality, efficacy, safety, sincerity and responsibility to satisfy all beauty needs and desires in their infinite diversity.

At L'Oréal Luxe our mission is to provide our consumers the best products and brand experience by making it unique. Our portfolio is composed of over 21 brands including major brands, highly aspirational and multi-expert, such as Lancôme, Yves Saint Laurent, and Giorgio Armani.

What You Will Do

As an Administrative Assistant III at L'Oréal's Luxury Products Division in Monmouth Junction, NJ, you will provide a wide variety of administrative duties, often non-routine and confidential in nature. This role requires a general understanding of organizational policies and practices, drawing upon precedent to determine courses of action, and working under general supervision.

• Coordinate and manage the LUXE Supply Chain VP’s calendar, schedule appointments and meetings, and maintain a manageable meeting load. You will confer with the VP multiple times a week to ensure the calendar remains current and effective.
• Reconcile and prepare accurate, timely expense reports following Company travel and expense policy for the VP, Supply Chain, and occasionally for customer-facing executives during heavy travel periods.
• Provide cross-functional support as needed for the direct team of 10+ under the VP.
• Open and manage Purchase Orders as necessary.
• Build agendas, ensure proper flow in team meetings and divisional meetings, and prepare and type correspondence, ensuring correct spelling and grammar usage.
• Arrange meeting rooms in person (may include catering) and via Microsoft Teams.
• Send meeting and reminder notices and confirm attendance of invitees; reserve appropriate meeting space, catering, seating, supplies, and equipment.
• Perform ad hoc organization/compilation of data and communications as requested by the VP, Supply Chain, for internal and external stakeholders.
• Process monthly/quarterly events lists, division supply orders, product orders for SHOP, and delegate for multiple system approval processes on behalf of the VP.
• Coordinate travel schedules, arrangements, and reservations for offsite and team social events.
• Plan and organize functional meetings/summits, as necessary, adhering to financial guidelines.
• Act as the communication liaison for LUXE US Supply Chain regarding event updates and general information; lead the local GIVE team and be responsible for coordinating key LUXE Supply Chain employment engagement activities in partnership with local HR.

Organization Impact/Influence

The nature and level of contacts will vary. The Administrative Assistant III must have the ability to interact effectively with all levels of employees and external contacts, including Senior Management of L’Oréal USA, Worldwide management, and Customer executives. You must be able to establish and maintain relationships on behalf of the VP, Supply Chain, with suppliers, customers, and with other executive/administrative assistants, both internally and externally.

What We Are Looking For

• 5+ years of administrative experience supporting an executive role (a college degree + 2 years of experience may be considered in lieu of).
• Strong and effective communication using multiple platforms.
• Ability to handle confidential, sensitive information and prioritize independently – both for self and manager.
• Proficiency with Microsoft Office, Outlook, and Teams.
• Advanced Excel skills are a plus.
• Event and project planning experience is a plus.

Travel

Expectation is to travel to the New York City office ~2x to 4x per month and to other sites (during team offsite events or West Coast HQ visits - up to 3x/year). Approximately 10% local travel in the NY-NJ region between offices from the Monmouth Junction, NJ base.

Key skills/competency

• Calendar Management
• Expense Reporting
• Meeting Coordination
• Travel Arrangements
• Executive Support
• Communication Skills
• Confidentiality
• Microsoft Office Suite
• Event Planning
• Prioritization