Administrative Assistant, OneSource
Brand : Estée Lauder Companies
This role will serve in providing Receptionist activities & administrative support to the full site & the Vice President Site Lead for OneSource (shared services) in Panama.
The incumbent will help to attain departmental goals and objectives. He / she will plan, organize, and complete work supporting these goals and objectives in an accurate, professional, and timely manner.
Receive and attend to all people who will be visiting the site
Ensure all external visitors have appropriate access to enter the building
Calendar management, including coordination of complex internal meetings across multiple time zones, and management of calendar conflicts
Screen incoming telephone calls, relaying detailed messages as appropriate and redirect callers as needed.
Arrange & organize domestic and international travel including travel itineraries.
Spearhead and organize key meetings including but not limited to, coordinating meeting rooms, meeting materials, catering, etc.
Responsible for planning, managing, and coordinating meetings and events (if applicable).
Prepares expense reports on a timely basis ensuring information is accurate, complete and includes all supporting documentation
Support the on-boarding and off-boarding of direct reports by leveraging appropriate processes / partners / tools to submit requests
Liaises between managers and other team members as needed
Organize regular team meetings, 1 : 1s with Direct Reports, and staff meetings.
Organize all office supplies; coordinate office service requests as needed.
Monitor mail / email, sort / file, respond and act accordingly.
Prepare, edit and distribute memos and emails as needed.
Handle additional responsibilities and projects as required.
3 years providing administrative support to senior level executives
Display professionalism, diplomacy and discretion when handling matters of a confidential nature
Must be highly organized and detail-oriented, while also being able to grasp the big picture
Excellent communication and interpersonal skills.
Proficient computer skills including Microsoft Office applications Outlook, Word, Excel, PowerPoint.
Ability to handle multiple projects and tasks with critical and accelerated time frames while adapting to changing priorities / schedules.
Ability to handle confidential matter & Strong sense of urgency, customer service skills
Ability to work in a fast paced environment
Comfortable dealing with all levels of employees and external contacts
A team oriented individual who works effectively at all levels and remains calm under pressure
Presenting a high degree of professionalism and a commitment to excellence is essential
Required Language Proficiency : English
Job : Administrative
Primary Location : Latin America-PA-8-Panamá
Job Number : 1911639