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Executive Assistant
4 months ago
Job Summary:
Assist and coordinate daily administrative needs and special projects. Maintains communication and strong working relationships with other offices/departments within the Shiseido organization.
Primary Duties & Responsibilities:
- Office communications: phone, email, voicemail management. Maintains daily record of all call and calls back as directed.
- Records and codes billing invoices and submits for approval.
- Manages and communicates information between Business Leaders and other individuals and departments.
- Executes written correspondences in English, arranges and sends communications as directed.
- Organizes and submits Expense Reports and maintains record.
- Maintenance of all records, corporate department files, and filing.
- Manages data preparation and creation of presentation materials.
- Plans and arranges meetings, catering, conferences and video conferences as needed, business trips, gifts, restaurants, transportation, hotels, car service, etc.
- Distributes memos, information, reports, and mail. Arranges and performs follow-up for each case when necessary.
- Checks daily e-mail and prints out messages as needed.
- Attends weekly Team meetings and prepares minutes of the meeting
- Handles ordering, maintenance and billing for employee cell phone accounts through cell carrier.
- Orders and maintains admin departmental office supplies.
- Manages departments/teams with general office requests.
- Other duties as assigned
Qualifications & Competencies:
- Prior experience supporting Senior Executives within a corporate environment preferred.
- Professionalism and flexibility to assist and accommodate accordingly.
- Enthusiasm and a positive attitude
- Intuitive thinking and action. Ability to be flexible and judge priority
- Problem-solving skills. Ability to work across boundaries with other departments, offices, and affiliates
- Organized with an aptitude for detail
- Writing and verbal communication skills required
- PC software knowledge and skill with Microsoft Outlook, Excel, PowerPoint, and Word
Trust 8
Below is a list of Working Principles designed to help employees at Shiseido Americas succeed as the company continues to evolve and innovate.
- Think Big: Adapt a big-picture perspective. Deliver new values through creativity.
- Take Risks: Embrace Risk, Practice “Trial and Error and Trial”
- Hands On: Consider Front-line realities when making decisions. Take the lead from end to end
- Collaborate: Leverage the diverse capabilities of colleagues.
- Be Open: Create an environment that encourages everyone to speak up.
- Act with Integrity: Be sincere and humble at all times.
- Be Accountable: Commit to the goal. Take accountability for the execution.
- Applaud Success: Create a culture that celebrates success.
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Shiseido is an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender identity, religion, sex, age, national origin, disability, veteran status, sexual orientation, genetic information or any other classification protected by Federal, State or Local law
