Estee Lauder New York , NY 10007
Posted 1 week ago
The Employment, Ethics & Privacy, and Global Product Regulatory & Litigation Administrative Assistant will be responsible for providing exceptional, proactive administrative and operational support to enable team members to optimize their contributions to the business. Responsibilities include, but are not limited to, administrative and operational project work, calendar and phone management, document management, all while leveraging technology to enhance efficiency and effectiveness. The individual will have great attention to detail and can easily switch gears to meet tight deadlines in a fast-paced environment.
Provide exceptional, proactive administrative and operational support to the Employment, Ethics & Privacy, and Global Product Regulatory & Litigation groups:
Support SVP/VPs with their administrative and operational duties.
Perform general administrative tasks such as calendar management, meeting coordination, including scheduling meetings (in person and virtually), booking conference rooms and proactively identifying and resolving calendar conflicts, etc.; schedule high priority meetings with Sr. Leadership as needed
Plan and coordinate trips for domestic/international business travel for both internal and external conferences
Process expense reports, order office supplies, assist with presentations, etc.
Review incoming litigation, subpoenas and other correspondence and route to appropriate internal teams
Process vendor invoices in coordination with other internal functions
Manage the settlement process to ensure parties are paid appropriately and according to deadlines
Create and manage matters in matter management and e-billing tools under the direction of team members; manage maintenance calendar; perform data integrity checks and maintain data accuracy
Liaise with law firms and vendors to ensure adherence to outside counsel and billing guidelines, accurate and timely billing and payment
Document management and indexing, including e-filing
Complete onboarding process for our function's new hires
Plan and coordinate annual team conferences
Administrative and operational project work: Lead and manage administrative and legal projects to increase their effectiveness and efficiency; maintain team knowledge resources, track team metrics
Coordinate with other administrative assistants as necessary
Provide backup support for administrative assistants as needed
Provide operational support for special projects in other legal capabilities as needed
Minimum 3 years of experience as an administrative/executive assistant, preferably at a law firm and/or multinational company, providing support for senior leader(s)
Minimum High School or General Equivalency Diploma (GED) required
Exemplary professionalism and discretion when handling matters of a confidential nature
Advanced skills in Microsoft Office 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, OneDrive and SharePoint
Familiarity with or strong ability to learn legal technology such as, Legal Tracker (Serengeti), and other operational tools such as Salesforce, SAP, Ariba, Concur or other data gathering legal or litigation technology
Experience with preparing reports/extracting data from systems
Exceptional organizational skills with ability to prioritize tasks and manage expectations effectively
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 professional 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 can work with peers to meet attorney expectations, including gathering teams for collaborative projects, meetings, and work product delivery
The anticipated hourly range for this position is $32.20 to $50.75. Exact hourly rate depends on several factors such as experience, skills, education, and budget. Hourly range may vary based on geographic location. In addition to hourly rate, this position may be eligible for an annual discretionary bonus.
In addition, The Estée Lauder Companies offers a variety of benefits to eligible employees, including health insurance coverage, wellness and family support programs, life and disability insurance, retirement savings plans, paid leave programs, education-related programs, paid holidays and vacation time, and many others. Many of these benefits are subsidized or fully paid for by the company.
Estee Lauder