About Estee Lauder Companies
ELC (Estee 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 30 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.
From a position of strength, The Estée Lauder Companies (ELC), the leader in prestige beauty products chartered to fuel product innovation and enhance market agility.
A key element of this strategy was the design of a new way to support its suite of 30 brands globally. The company chose Panama as being best suited to establish its Integrated Shared Services, OneSource operation center.
This center delivers, amongst others, Finance, Human Resources and Legal services to ELC employees across several geographies and time zones.
Through a new innovative service minded approach, this center redefines service standards globally at ELC. This team provides a one-stop-shop solution for the ELC businesses, supported by new customer engagement insights, new systems, and new reporting.
In addition to delivering exceptional service to the ELC businesses each day, the team is also be responsible for continuously streamlining work in pursuit of growing its service offering in support of achieving ELC’s strategic and business objectives.
The Executive Legal Administrative will support the VP, Global Legal Shared Services Delivery Lead and the OneSource Legal team with administrative tasks including, but not limited to, managing complex calendars, setting up meetings, creating / editing documents and presentations, processing expense reports, reviewing invoices, booking travel arrangements, managing technology and document management.
Roles and Responsibilities
Manage Microsoft Outlook calendar and meeting coordination, including scheduling meetings / sending invitations (in person, via Zoom, Skype and Microsoft Teams), booking conference rooms, confirming availability of attendees (liaising with other executive assistants as needed), and reminding executives of upcoming meetings.
Prepare meeting agendas.
Develop strategies and solutions to meet business needs, including scoping needs, gathering data, analyzing issues, formulating reports, and actively participate in project deliverables as it relates to the operational efficiencies of the Global Legal Department.
Prepare and submit expense reports and gather information for monthly accruals
Create, edit and file digital and physical documents, including contract management (searching and archiving).
Coordinate signature, authentication and legalization of legal documents.
Send and receive courier and external mail.
Manage office supplies.
Setup meetings (conference room setup, food / drink orders, etc.).
Make travel arrangements and business lunch / dinner reservations.
Handle high volume, complex administrative support related matters, in a multicultural environment with a diverse workforce.
Minimum 3 years of experience as a strong administrative / executive assistant, preferably at a multinational company, Business Process Outsourcing company and / or with international clients.
Clear, concise and effective written and verbal communication skills in English and Spanish, including in person, on the phone and via email, working with executives from different cultures.
Strong administration and coordination skills - the ability to smoothly handle multiple demands and shifting priorities is imperative
Exceptional organizational skills with ability to prioritize tasks and manage expectations effectively to complete multiple tasks / projects quickly, efficiently and on time.
Communication and customer service skills ability to build and maintain internal relationships.
Exemplary client service orientation, professional demeanor and comfort in interacting with senior executives with demonstrated maturity, judgement and discretion.
Positive and energetic person with strong attention to detail and processes. We need a fast learner who is willing to be hands on in all areas as required.
In return we offer a great work environment. We offer flexible work around core business hours and will at times ask for flexibility from you.
Advanced skills in Microsoft Office 365 applications, including Outlook, Skype, Microsoft Teams, Office 365 Suite (Word, Excel, PowerPoint, OneDrive and SharePoint).
Familiarity with or ability to learn Salesforce, SAP, Ariba, Concur, DocuSign, printer / scanner / copier / fax machine and other applications / tools as needed.
Ability to provide support to multiple executives and the OneSource Legal team, independently and simultaneously in a fast-paced work environment.
Flexibility, agility and responsiveness with ability to pivot as priorities shift.
Commitment to delivering high quality work with keen attention to detail, especially in composing, typing and proofing materials in Microsoft Office 365 applications.
Dependable and reliable team member who builds collaborative relationships and is able to work with peers to meet executive expectations.
Demonstrated initiative and creative problem solving.
Team Player and Multi-Tasker.
Desire for continuous learning and professional development.
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.
Strives for Excellence in Execution : Proactively seeks ways to improve personal and organizational effectiveness to meet current and future business needs.
Learns equally from successes and failures.
Work shift : Monday to Friday Business hours.
Contract-type : Full-Time Permanent.
Location : Costa del Este, Panamá.
The Estee Lauder Companies is an equal opportunity employer.