Organize daily work flow for President. Prepare and manage any correspondence, reports, presentations, etc. as needed. Sort and review mail on a daily basis. Organize and maintain filing system.
Manage Outlook calendars and handle all scheduling matters. Schedule appointments and meetings. Coordinate and update any meeting request changes that occur during the day.
Provide the needed administrative support to ensure effective and efficient meetings. Prepare agendas and issue meeting minutes when required. Gather and organize meeting materials in advance. Reserve conference rooms and work with Office Services for room-setups, audio-visual needs, security, transportation of materials, catering, etc.
Coordinate complex travel arrangements, both domestic and international and detailed itineraries.
Prepare and organize itineraries for incoming visitors. Receive external visitors and ensure they are properly escorted at all times.
Process monthly expense reports. Manage incoming bills and statements related to expense report processing
Handle incoming telephone calls and take action as required. Screen telephone calls when appropriate and proactively handle any routine matters and other requests that can be dealt with by the Executive Assistant.
Order office supplies and handle other office related procurement activities as needed.
Coordinate with PR team on public appearances, speaking engagements and launch events.
Arrange for the production of brand’s print material and videos with creative team for meetings and events
Prepare Itineraries, Run of Show and Presentations for Global Executive Team meetings.
Organize CEO and Executive Team Innovation and Strategy meetings
Communicate relevant information and reports to appropriate global team members.
Update and issue Tom Ford Beauty phone list; update team activity calendar with 12 month forward view and publish biweekly.
Position requires 5 years in a corporate environment providing administrative support at a top executive level.
Display professionalism, diplomacy and discretion when handling matters of a confidential nature.
Exhibit excellent communication, writing and organizational skills.
Must be highly organized and detail-oriented, while also being able to grasp the “big picture”.
Proactive work style to anticipate potential problems and requirements. Capability to take independent action as appropriate using good judgment and discretion.
Strong computer skills are essential. Expertise on Outlook and the MS-Office product suite is a necessity, including Word, Excel and PowerPoint
A high degree of professionalism and a commitment to excellence are required.
A team oriented individual who works effectively at all levels, and remains calm under pressure, thereby being a role model for others.
Good at follow-up and follow-through.
Comfortable dealing with all levels of employees and external contacts.
Capable of handling heavy work volume.
Primary Location: Americas-US-New York
Job Type: Standard
Shift: 1st (Day) Shift
We are an equal opportunity employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. Job Number: 186283