About Estée Lauder Companies
ELC (Estée Lauder Companies) is a global leader in prestige beauty that delights consumers with transformative products and experiences, inspiring them to express their individual beauty.
They are the only company focused solely on prestige makeup, skin care, fragrance and hair care with a diverse portfolio of 25+ brands sold in 150 countries.
Infused throughout their organization is a passion for creativity and innovation; a desire to push the boundaries and invent the unexpected.
The Administrative Assistant will be responsible for providing exceptional, proactive administrative support to the Global Product Regulatory and Sustainability group based primarily in the New York offices to enable these attorneys to optimize their contributions to the business.
Responsibilities include, but are not limited to, administrative project work, calendar and phone management, document and systems management, all while leveraging technology wherever possible to enhance efficiency and effectiveness.
The Administrative Assistant also will also work closely with the Legal Department other Administrative Assistant located in New York, and in Panama, as needed.
Roles and Responsibilities
Position based in Costa del Este, Panamá.
Calendar management and meeting coordination : manage Microsoft Outlook calendar and meeting coordination for assigned attorneys, including scheduling meetings (in person and virtual via Zoom, and Microsoft Teams), booking conference rooms, proactively identifying and resolving calendar conflicts, confirming availability of attendees (liaising with other assistants as needed), and reminding executives of upcoming meetings
Prepare and submit expense reports and gather information for monthly accruals Prepare team meeting agenda, compile and edit meeting materials
Administrative project work : Lead and manage administrative projects for assigned attorneys to increase their effectiveness and efficiency.
Data management, including filing and helping optimize the transfer of knowledge and information among attorneys in the department.
Coordinate with members of the Legal Operations group to ensure that role provides the necessary support to assigned lawyers, including technology management, meeting logistics, onboarding support for new lawyers, etc.
Make travel arrangements
Handle high volume, complex administrative support related matters, in a multicultural environment with a diverse workforce.
Provide backup support for administrative assistants as needed
Assist with billing set up on Legal Tracker and provide related support on billing matters.
Excellent written and spoken English and Spanish is required.
Minimum 3 years of experience as an administrative executive assistant, preferably at a law firm and or multinational company
Experience working with remote teams and / or a shared services environment.
Advanced skills in Microsoft Office 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, OneDrive and SharePoint
Familiarity with or ability to learn Salesforce, SAP, Ariba, Legal Tracker (Serengeti), Concur, and other application tools as needed
Ability to provide technology-based solutions to help attorneys better manage documents, information, and other data
Ability to support multiple attorneys independently and simultaneously in fast-paced work environment
Exceptional organizational skills with ability to prioritize tasks and manage expectations effectively to complete multiple tasks, projects quickly, efficiently and on time
Flexibility, agility and responsiveness with ability to pivot as priorities shift
Commitment to delivering high quality work with keen attention to detail
Exemplary client service orientation, professional demeanor and comfort in interacting with senior executives with demonstrated maturity, judgement and discretion
Clear, concise, effective written, verbal communication skills, including in person, via phone and email
Demonstrated initiative, independent thinking and creative problem solving
Dependable and reliable team member who builds collaborative relationships and is able to work with peers to meet attorney expectations
Desire for continuous learning and professional development
Thinks Strategically : Takes a broad view of the business, industry, and consumer environment to anticipate and plan for the future.
Identifies the focus and defines where to play, how to win and what capabilities and management systems are required.
Builds Collaborative Relationships : Builds relationships based on trust and respect. Promotes the inclusion of diverse knowledge, skills, and experiences to achieve results.
Demonstrates Learning Agility : Ability to anticipate change, face reality, draw conclusions, and swiftly mobilize to adapt to changing needs and demands.
Drives Creativity / Innovation Additional Requirements
Travel time :
Work shift : Monday to Friday Business hours.
Contract-type : Full-Time Permanent.
Location : Position based at ELC’s OneSource Legal Shared Services Center in Costa del Este, Panama.
The Estee Lauder Companies is an equal opportunity employer.