Administrative Support Coordinator (Full-Time)

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%)

• Help to effectively manage and organize VP’s ever-changing priorities, bringing strong partnership, superior collaboration, and utmost discretion.
• Responsible for keeping information current and proactively addressing needs (i.e. travel related visas, contacts cards, monthly/yearly subscriptions, etc.)
• 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.
• 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.
• 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.

Support of Team Engagements and Administrative Responsibilities (40%)

• 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.
• 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.
• 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)
• 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.

Qualifications

POSITION REQUIREMENTS/QUALIFICATIONS:

• Ability to proactively anticipate needs and potential problems and take independent action as appropriate using good judgment and discretion to resolve issues
• 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
• Results-oriented with the ability to complete assignments in a timely manner
• Ability to multitask in a fast-paced, high-volume environment with strong prioritization skills
• Able to handle confidential and sensitive information with the utmost discretion
• 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)
• Comfort and familiarity with technology, problem solving and find paths to solutions
• A high degree of professionalism, the ability to remain calm under pressure, and a commitment to excellence are required
• Minimum of 3 years of administrative or business experience
• Ability to work well in a collaborative environment and interact effectively with all levels of management and employees
• Comfortable working with a wide variety of stakeholders; a professional and positive demeanor is essential
• College/University graduate

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.