Job details
Job Type Full-time
Benefits Pulled from the full job description
Flexible schedule
Full Job Description
Job Title: Executive Assistant
Reports To: Vice President – Partner Brands & Vice President – Sub-Distribution
Division: SalonCentric
Location: St Petersburg, FL (SalonCentric National Operations Center)
FLSA: Exempt
Job Summary
The Executive Assistant will provide advanced and complex support for all activities of several executives within the organization, including travel arrangements, meeting schedules, correspondence, sales reporting, budget management, purchase order management, communications with multiple personnel and senior management, and general administrative duties. They will coordinate special projects such as information gathering/consolidation, spreadsheet building and create/edit PowerPoint presentations for executive management. They serves as main point of contact for VP’s.
Job Responsibilities
- Manage daily schedules/calendars for the assigned executives, schedule complex meetings and conference calls.
- Exercise discretion, confidentiality and independent judgment when handling day-to-day issues.
- Organize complex meetings including partnership with attendees and participants, booking location/AV equipment and catering, organization and communication of agendas, and updating changes to participants
- Collaboration & communicate with Brands, Owners & business partners both verbally & written.
- Research, compile, coordinate, consolidate, prepare and edit complex PowerPoint presentations and Excel data documents
- Draft, submit and compile information for key meetings and corporate requests.
- Schedule domestic and international travel, car service and hotel reservations, and monitor all changes
- Organize, prepare and submit time and expense reports
- Navigate company resources and interface with various departments on behalf of the assigned executives to collect information, respond to requests, and obtain services
- Establish and maintain organization of correspondence, documents and business records
- Prepare and/or edit announcements and other correspondence
- Manage budgets for such things as events, annual conferences, supplies.
- Create and manage P.O.’s.
- Coordinate Special Projects under direction of the assigned executives
- Organize, manage and maintain Franchise/Sub Distribution Agreements, Territory Maps, Distribution Rights and Lien (UCC) Filing, etc..
- Organize and Coordinate management of Merchandising Contracts and Contract Database
- Coordinate Special Projects under direction of designated Executives
- Assist with drafting and distribution of press releases and/or internal communications
Experience, Competencies and Physical Requirements
- 4-7 years of experience providing administrative support to senior or C level executives
- Excellent written and verbal communication skills
- High sense of urgency
- Flexibility, nimble & innovated
- High level of professionalism and sound judgment in dealing with all levels of an organization.
- Detail-oriented and highly organized with the ability to manage multiple tasks under high pressure.
- Budget management experience, preferably multiple budget experience
- Ability to use sound judgment and discretion in order to complete tasks with little to no supervision.
- Strong interpersonal, collaboration, event planning and project management skills
- Confidentiality is essential
- Highly resourceful and flexible
- Advanced proficiency in Microsoft applications including Outlook, Teams, PowerPoint, Word and Excel
- Contract management and proficiency
- Must be able to remain stationary or sit for the majority of scheduled day.
- Able to constantly operate a computer and other office equipment throughout the day.
- Ability to travel up to 15% based on business needs.
- Flexible work schedule
L’Oreal has workplace flexibility and programs to help manage our work and personal responsibilities which include up to 2 days of work remote a week for most functions (not including lab, retail store, field sales, plant or distribution center based roles). However, we are not able to accept candidates that require fully remote work arrangements at this time.
SalonCentric is an equal opportunity employer and affords equal opportunity to all applicants for all positions without regard to race, color, religion, gender (including pregnancy), national origin, age, disability, veteran status, sexual orientation or any other status protected under local, state or federal laws
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