This Administrative Coordinator position will support members of the Global Management Strategies team and serve as the foundation of the team, enabling us to be more successful and more efficient in the work we deliver for the organization.

The Administrative Coordinator will lead calendar management and key activity planning for the team’s Vice President, inclusive of travel planning, expenses, organization, and office management.

The desired candidate for this position must be well-organized, detail-oriented, deadline driven, proactive, and able to work independently managing multiple workstreams with varying deadlines.

Expectation of 3 days/week in the NY office; occasionally more than 3 days in office may be required based on work deliverables and/or pressing deadlines. With sustained performance, there may be flexibility for 2 days in office when type of work permits.

Calendar, Expense, and Travel Management (60%)

• Provide administrative support for the VP, Chief of Staff to the Executive Chairman. Proactively lead and manage VP’s day to day calendar planning and own the preparation and submission of monthly expense report.
• Coordinate travel logistics for frequent and complex domestic and international travel including flight, hotel, and car bookings. Manage the creation of travel agendas with all necessary travel details as directed.
• Responsible for keeping information current and proactively addressing needs (i.e. travel related visas, contacts cards, monthly/yearly subscriptions, etc.)
• Continuously update and maintain checklists that capture the standards and expectations for each of the above activities.
• Work in close collaboration with Executive Assistants throughout the senior leadership teams to plan, prepare for and support the coordination of meeting materials and organizing of event briefings. Be proactive in planning ahead for upcoming key milestones and developing work plans/collaborate as needed to meet deadlines.
• Help to effectively manage and organize VP’s ever-changing priorities, bringing strong partnership, superior collaboration, and utmost discretion.

Support of Team Engagements and Administrative Responsibilities (40%)

• Maintain all current information and files needed for the team to be successful; contact lists, team lists, office supplies, etc., ensuring they are kept accurate in a consistent and timely fashion.
• Proactively manage ELC products, giveaways, and other office related items as needed. Maintain organization of office supply closets including products, stationary, and mailing supplies. Establish organizational processes and protocols for the team to follow as needed.
• Proactively prepare and distribute meeting and/or trip related materials (i.e. business agendas) by partnering across the team to meet deadlines.
• Print, file, and mail a variety of correspondences with precision in a timely manner.
• Partner with Executive Director and Senior Manager to provide administrative support for a variety of external speaking engagements and offsite educational programs. Prepare materials prior to events and business trips and organize and maintain accurate files.
• Provide support to VP for selected executive educational programs, sponsored and led by the Executive Chairman including an annual MBA class held at The Wharton School of the University of Pennsylvania.
• Partner with other Administrative Assistants to effectively manage, organize, and prioritize a broad range of business activities (i.e. vacation schedules, time off requests, business travel, etc)

POSITION REQUIREMENTS/QUALIFICATIONS:

• College/University graduate
• Minimum of 3 years of administrative or business experience
• Ability to multitask in a fast-paced, high-volume environment with strong prioritization skills
• Comfortable working with a wide variety of stakeholders; a professional and positive demeanor is essential
• Excellent organizational skills, attention to detail and interpersonal communication skills are necessary
• Excellent PC skills, strong proficiency in Microsoft Office (Outlook, Excel, Word, Teams, and PowerPoint)
• Ability to proactively anticipate needs and potential problems and take independent action as appropriate using good judgment and discretion to resolve issues
• Able to handle confidential and sensitive information with the utmost discretion
• A high degree of professionalism, the ability to remain calm under pressure, and a commitment to excellence are required
• Ability to work well in a collaborative environment and interact effectively with all levels of management and employees
• Results-oriented with the ability to complete assignments in a timely manner
• Able to operate with some ambiguity, be resourceful in seeking out workable solutions, and have an openness to new ways of doing things for efficiency and effectiveness
• Comfort and familiarity with technology, problem solving and find paths to solutions

The anticipated hourly range for this position is $31.25 to $49.25. 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.

Job: Administrative
Primary Location: US-NY-New York
Job Type: Standard
Schedule: Full-time
Shift: 1st (Day) Shift
Job Number: 2310587

We are an equal opportunity employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. It is Company's policy not to discriminate against any employee or applicant for employment on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and related medical conditions), gender identity or gender expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, protected medical condition as defined by applicable state or local law, genetic information, or any other characteristic protected by applicable federal, state, or local laws and ordinances. The Company will endeavor to provide a reasonable accommodation consistent with the law to otherwise qualified employees and prospective employees with a disability and to employees and prospective employees with needs related to their religious observance or practices. Should you wish to apply for this position or any other position with the Company and you believe you require assistance to complete an application or participate in an interview, please contact USApplicantAccommodations@Estee.com.

The Estée Lauder Companies (ELC) is the global leader in prestige beauty. ELC is the only company focused solely on prestige makeup, skin care, fragrance and hair care with a diverse portfolio of 25+ brands sold in approximately 150 countries and territories. Infused throughout the organization is a passion for creativity and innovation — a desire to push the boundaries and invent the unexpected — as we continue the bold work of the company’s founder Estée Lauder.