Description

POSITION OVERVIEW

The Administrative Assistant II provides organized and reliable administrative support to four senior leaders within the La Mer global brand. Coordinate calendars, meetings, travel, expenses, and day-to-day logistics to help the leaders and their teams operate efficiently. Manage competing priorities with strong attention to detail, sound judgment, and discretion.

KEY RESPONSIBILITIES

Manage calendars for three leaders, including scheduling meetings, resolving conflicts, coordinating across time zones, and communicating changes.
Coordinate domestic and international travel, including itineraries, reservations, ground transportation, and related logistics.
Prepare and submit expense reports, reconcile receipts, and resolve questions in accordance with company policy.
Organize in-person and virtual meetings, including conference rooms, technology, attendee logistics, materials, and catering as needed.
Prepare, format, and proofread agendas, presentations, reports, correspondence, and other meeting materials.
Track routine follow-ups, deadlines, and action items. Provide timely reminders and flag scheduling or logistical issues.
Serve as a professional point of contact for the supported leaders, routing requests and information to the appropriate stakeholders.
Maintain organized digital files, distribution lists, contact information, and recurring meeting records.
Process invoices, purchase orders, office requests, and other routine administrative transactions. Maintain basic tracking as needed.
Support team meetings, leadership visits, town halls, and other departmental activities and events.
Coordinate office supplies, equipment requests, and administrative onboarding logistics for new team members as needed.
Partner with other administrative professionals to coordinate cross-functional meetings, share information, and provide coverage when appropriate.
Handle confidential business and employee information with discretion and good judgment.
Provide support on other administrative assignments and projects consistent with the role.

Qualifications

3+ years of relevant administrative or office support experience.
Proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint, with the ability to learn new systems quickly.
Strong organizational, time-management, and follow-through skills, with close attention to detail.
Clear written and verbal communication skills and a professional, service-oriented approach.
Ability to prioritize requests from multiple leaders and adjust to changing needs in a fast-paced environment.
Sound judgment and discretion when handling sensitive or confidential information.
Collaborative, dependable, and comfortable working independently within established processes.

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