Coty Inc Office Manager & Executive Assistant in United States

Equal Employment Opportunities

We offer equal employment opportunity to qualified individuals without regard to race, religion, color, national origin, age, gender,

disability, sexual orientation, gender identity, gender expression, marital status, veteran status, or any other characteristic protected

by law. We strongly believe that cultivating a diverse workplace gives a company strength. The combination of unique skills, abilities,

experiences and backgrounds creates an environment that produces extraordinary results. EOE Minorities/Females/Protected Veterans/Disabled.

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PURPOSE

Our purpose is to celebrate and liberate the diversity of beauty. We challenge convention through invention, expanding our horizons to enrich your reality with possibility. We build brands to inspire and enable our consumers to experience the confidence and joy of expressing their beauty, their way.

MISSION AND RESPONSIBILITIES

We are actively looking for our future Office Manager and Executive Assistant to the Latam Export GM and Travel Retail GM for Luxury Division.

You play a key role in the TREX luxury team to keep the team organized with a specific focus on the day to day functioning of the office.

JOB REQUIREMENTS:

  • 5 + years total business experience. International company a plus

  • Prior administrative assistant experience preferred

  • Excellent organizational skills with attention to detail

  • Ability to handle and prioritize numerous job responsibilities (multi-tasking)

  • Strong PC skills, including Word, PowerPoint and Excel

  • Willingness and ability to learn new computer applications

  • Strong interpersonal, oral and written communication skills

  • Fluent in English and Spanish required. French a plus

1. Support the GMs

  • Provide administrative support

  • Coordinate and make travel arrangements

  • Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants

  • Keep Outlook updated with meetings and travel details

  • Ensure that appropriate meeting rooms are reserved according to meeting requirements

  • Prepare expense reports

  • Track departments’ vacation/travel calendar

  • Maintain files for client contracts for both departments

2. Office management

  • Ensure the day to day operations of the office

  • Key player in keeping everyone informed, prepared and connected for disaster preparation or emergency situations.

  • Contact person between building and company during any emergency or non-emergency situation.

  • Communicate with building management of any cleaning or operational issues

  • Keep city and county licenses up to date by arranging payment on due date. May require going to city office to pay or to update information, when ever needed.

  • Create POs using Ariba

  • Maintain inventory of office and kitchen supplies

  • Work with receptionist on office supply inventory

  • Keep team updated on building events/news

3. HR liaison functions :

  • Point of contact for any administrative HR information

  • Responsible for TIR and Incident Reporting

  • Manage distribution list

  • Offer administrative support to HR partner

THE IDEAL CANDIDATE:

  • Strong attention to detail & accuracy

  • Able to work in a fast pace working environment while maintaining a good and calm attitude

  • Strong communication skills & Great inter-personal skills

  • Great problem solver

  • Positive energy as this is a key role in making people feel good about coming to work.

  • Strong working knowledge of MS Office, specifically Word, Outlook, PowerPoint and Excel

  • 4-year undergraduate Degree

  • 5+ years professional experience in a similar role and corporate environment

  • International company experience a plus

  • International travel planning a must

SPECIAL SKILLS REQUIRED:

  • Strategic- Planning, administration, facilitation, creativity, problem analysis, decision making

  • Business- Work-flow structuring, monitoring, product knowledge, account administration, automated office systems, multi-tasking, analytical, quantitative, organizational, detail-oriented, time management

  • Creativity and Innovation - Creativity, Business savvy, originality, intuition

  • Leadership and Personal - Motivating others, development of employees, communication, objectivity, integrity, dependability, initiative, flexibility, sensitivity, impact, tenacity, autonomy, collaboration

We are Coty – and our people make us who we are.

It’s important that we find individuals who are a great fit for our business, not just for us but for you too. We want people to thrive here and, if you are the right culture fit with us and we with you, you’ll be able to shine and achieve beyond your own expectations.

  • For us, beauty is and beauty does. We are very focused because we all want the same thing: to help our consumers celebrate and liberate the diversity of their beauty – and that takes creativity, excellence and radical thinking – we are here to disrupt the beauty industry on behalf of consumers and you need to want to join that mission to succeed here.

  • We have an energetic intensity about us. We’re quite relentless in our determination to deliver, always accountable for our actions and tenacious. We will not be beaten by obstacles.

  • Responding quickly with agile thinking to business challenges and opportunities is second nature to us. We like it that way as it means we can be creative and find new ways to make things happen fast. Colleagues will expect it of you and you’ll expect it of them – we’re a team and we help each other. We’re all in it together – irrespective of level or part of the business.

  • We always go the extra mile, pushing the boundaries to be that best partner we can be to our customers and to excite and delight our consumers.

  • When you join Coty, you become part of a vibrantly diverse and energetic group who have fun in an intense sort of way. Because we’re not just here for the ride, we want to change things.

ABOUT US

Coty’s purpose is to celebrate and liberate the diversity of our consumers’ beauty. Aligned to this is our mission – to strive over time to become the global industry leader by being the clear challenger in beauty, delighting consumers and creating long term shareholder value.

We are one of the world’s largest beauty companies with approximately $9 billion in revenue, and our strong entrepreneurial heritage has created an iconic portfolio of leading beauty brands.

As the global leader in fragrance, a strong number two in professional salon hair color & styling, and number three in color cosmetics, we operate across three divisions:

  • Coty Consumer Beauty: focused on color cosmetics, retail hair coloring and styling products, body care and mass fragrances sold primarily in the mass retail channels with brands such as COVERGIRL, Max Factor and Rimmel

  • Coty Luxury: focused on prestige fragrances and skincare with brands such as Calvin Klein, Marc Jacobs, Hugo Boss, Gucci and philosophy

  • Coty Professional Beauty: focused on servicing salon owners and professionals in both hair and nail with brands such as Wella Professionals, Sebastian Professional, OPI and ghd

Coty is a truly global player with over 20,000 employees, operations in more than 40 countries in Asia, Latin America, Australia, Middle East and Africa, as well as Europe and North America

and products sold in over 130 countries and territories. Our headquarters are in London, New York, Geneva and Paris.

Want to know more?

For additional information about Coty Inc., please visit www.coty.com .

At Coty, we embrace Diversity. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, gender, national origin, sexual orientation, age, citizenship, marital status, disability.

Equal Employment Opportunities

We offer equal employment opportunity to qualified individuals without regard to race, religion, color, national origin, age, gender,

disability, sexual orientation, gender identity, gender expression, marital status, veteran status, or any other characteristic protected

by law. We strongly believe that cultivating a diverse workplace gives a company strength. The combination of unique skills, abilities,

experiences and backgrounds creates an environment that produces extraordinary results. EOE Minorities/Females/Protected Veterans/Disabled.