Executive Asst II- Chief Digital Marketing Office

Job Title:Executive Assistant II

Division:Chief Digital Marketing Office

Location:NY, 10 Hudson Yards

Reports To: SVP, Head of Media

WHO WE ARE

For more than a century, L'Oreal 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 beautyin terms of quality, efficacy, safety, sincerity and responsibility to satisfy all beauty needs and desires in their infinite diversity.

CDMO: The Corporate Digital and Marketing Office mission is to put the consumer at the heart of L'Oreal's business and drive digital innovation. As a force for L'Oreal's innovation, CDMO delivers the best consumer experiences, drives new marketing models, and spearheads new digital capabilities to futureproofthe group's business.

At L'Oreal, our Digital team is an opportunity to be at the center of L'Oreal's digital transformation.We are determined to be pioneers in the new beauty tech world, and by incorporating digital into everything that we do, we are creating a better relationship with our consumers.When beauty and tech collide, the impossible can happen! Come join our dynamic team!

This position works closely with a team of top executives and colleagues across all divisions and brands, outside vendors, and International Top Management. Responsibilities include, but are not limited to: calendar management, presentation material and meetings preparation, events organization and purchase order creation and processing. Additional responsibilities include expense report preparation, executive travel arrangements, ordering of supplies and space management.

WHAT YOU WILL DO:

• Support the SVP of Media with administrative tasks, including;
  • Complex and fast-changing calendar management for internal and external meetings
  • Serve as the primary point of contact for the SVP of Media's leadership team
  • Assist with organizational and business functions of the department as needed, including drafting correspondence, drafting memos, drafting agenda, drafting presentation decks, tracking precedent, and setting project milestones and/or communications
  • Liaise with internal executives, teams, as well as external media partners to establish seamless communication, working across multiple time zones and partners.
  • Manage travel arrangements (including global travel) and expense reports and submission
  • Secure office and seating with new LUSA system
  • Manage the departments T&E, including creating monthly pacing reports
  • Anticipate the SVP of Media's needs and proactively address issues and opportunities

• Logistics Management for onsite / remote meetings and events:
  • Prepare agenda, send meeting requests, confirm attendance of required attendees, reserve appropriate meeting space, and partner with IT for use of technical systems when needed (i.e.: video conference, use of external or internal drives), manage ordering of catering, supplies and equipment.
  • Manage the planning of regular team meetings (Salons), social events and company events and managing employee moral
  • Advise concierge of visitors, arrange schedule for and greets visitors and escort them to appropriate area or person.
• Temporary back up EA support to CDMO, only when CDMO EA on leave (PTO, FMLA, Vacation).

WHAT WE ARE LOOKING FOR

• Bachelor's Degree.
• 5+ years' previous executive assistance experience; support of c-suite executives preferred.
• Excellent proficiency in Microsoft Office (i.e., Teams, Outlook, OneDrive, Word, Excel & PowerPoint) and Concur.
• Strong written and oral communication skills.
• French language a plus
• Extremely strong interpersonal skills with a seamless ability to engage with people of diverse backgrounds and levels both internally and externally, as well as varied cultural backgrounds and creative personalities
• Ability to use judgment and discretion in complete tasks with limited or no direction.

• Ability to prioritize and multi-task daily responsibilities, effectively.
• Possess a high degree of professionalism & ability to handle highly confidential information.
• Takes ownership and anticipates recurring/large meetings agendas, preparation processes (pre-reads, surveys (pre or post), easy to gather materials.
• Ability to integrate critical thinking and accuracy in organizing meetings - from schedule sequences with other meetings to cross checking attendees.
• Persistent follow-up with stakeholders to ensure materials are prepared and shared in a timely manner with meeting attendees.
• Ability to work in a challenging and fast paced environment with a strong sense of urgency.
• Confident to ask for clarification to deliver results and better prioritize.
• Strong work-ethic, can-do attitude, proactive, resourceful, efficient and forward-thinking.
• Attendance is an essential function of this position following Hybrid Flex policy

WHAT'S IN IT FOR YOU

• Salary Range:$77,000.00-$108,000.00
• Competitive Benefit Package(Medical, Dental, Vision, 401K, Pension Plan)
• Hybrid Work Policy(3 Days in Office, 2 Days Work from Home)
• Flexible Time Off(Paid Company Holidays, Paid Vacation, Vacation Buy Program, Volunteer Time, Summer Fridays & More!)
• Access to Company Perks (VIP Access to L'Oreal's Internal Shop for Discounted Products, Monthly Mobile Allowance)
• Learning & Development Opportunities(Unlimited Access to E-learnings, Lunch & Learn Sessions, Mentorship Programs, & More!)
• Employee Resource Groups(Think Tanks and Innovation Squads)
• Access to Mental Health & Wellness Programs