Administrative Assistant III
Princeton, New Jersey, United States

Job Summary

Occupation Clerical and Administrative
Specialty Administrative Assistant
Location 08852, Monmouth Junction, New Jersey, United States
Visa Sponsorship No

Job Description

Last Update: 1/11/24
Administrative Assistant III
Job Description

Position Summary:
Provides a wide variety of administrative duties; sometimes those that are non-routine and confidential in nature; requires a general understanding of organization policies and practices; draws upon precedent to determine course of action; works under general supervision.

Key responsibilities:

Coordinate and manage LUXE Supply Chain VPs calendar, schedule appointments and meetings; maintain a manageable meeting load; confer with VP multiples times a week (up to daily) to ensure calendar remains manageable and up to date
Reconcile and prepare accurate, timely expense reports following the Company travel and expense policy for the VP, SC and occasionally- during travel heavy periods- for customer facing executives
Provide cross functional support as needed for direct team of 10+ under VP.
Open and manage Purchase Orders, as needed
Build agendas, ensure proper flow in team meetings and divisional meeting; prepare and type correspondence, ensure correct spelling and grammar usage
Arrange meetings rooms in person (may include catering) and via Microsoft Teams
Send meeting and reminder notices and confirm attendance of invitees; reserve appropriate meeting space, catering, seating, supplies, and equipment
Ad hoc organization/compilation of data and communications as requested by VP, SC for internal and external stakeholders.
Process monthly/quarterly events lists, division supply orders, product orders SHOP, delegate for multiple system approval processes on behalf of VP
Coordinate travel schedules, arrangement and reservations for offsite and team social events.
Plans and organizes functional meetings/summits, as necessary, adhering to financial guidelines.
Communication liaison for LUXE US Supply Chain regarding event updates and general information; lead local GIVE team and responsible for coordinating key LUXE Supply Chain employment engagement activities with partnership of local HR.

Organization Impact/Influence:
Nature and level of contacts will vary. Administrative Assistant III must have the ability to interact effectively with all levels of employees and external contacts, including the Sr. Management of LOréal USA, Worldwide management and Customer executives. They must be able to establish and maintain relationships on behalf of VP SC with suppliers, customers and with other executive/administrative assistants, both internally and externally.

Requirements and experience:

5+ yr administrative experience supporting an executive role (college degree + 2yrs experience may be considered in lieu of)
Strong and effective communication using multiple platforms
Able to handle confidential, sensitive information and prioritize independently- self and manager
Proficient with Microsoft Office, Outlook, and Teams. Advanced Excel skills a plus
Event and project planning experience a plus


Expectations is to travel to New York City office ~2x to 4x per month and to other sites (during team offsite events or West Coast HQ visits- up to 3x/yr.) (approx. 10% local travel in NY-NJ region between offices from South Brunswick NJ base)

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