Executive Assistant

Your Dreams, Our Future.

Join the dynamic and diverse team at Shiseido Americas, a subsidiary of the world-renowned Shiseido Company Limited. Be a part of a portfolio of prestige beauty brands which includes Clé de Peau Beauté, Drunk Elephant, Dr. Dennis Gross Skincare, NARS, SHISEIDO and several prestige fragrance brands including Issey Miyake, Narciso Rodriguez and Tory Burch. At Shiseido Americas we value and celebrate human diversity, with a rich tapestry of employees from all backgrounds and experiences.

Headquartered in New York City with US offices and facilities located in New Jersey, Ohio, Texas and Florida, Shiseido Americas employs over 2,000 individuals in the US, Canada, and Latin America. Shiseido Americas is a hub of talent and innovation. Be inspired by the array of skills, knowledge, and integrity of your colleagues, and join our driving force as Shiseido continues its pursuit of beauty innovations for a better world.

At Shiseido Americas, we focus on our people. We strive to foster a collaborative workplace culture where creative thinking, inclusivity and unique diverse perspectives are celebrated in order to drive success for both our employees and the company as a whole. By prioritizing our team and promoting an open-minded environment, we push the boundaries of what's possible and bring new ideas to life.

JOB SUMMARY

Provide high-level administrative support to the Country Manager and SVP, serving as a key liaison across departments to facilitate effective communication, streamline operations, and ensure the seamless execution of business activities.

WHAT YOU WILL DO

Support Key Business Activities for the Americas Region Stakeholders

• Maintain and optimize meeting calendars, scheduling, and rescheduling of meetings (both with regional and HQ contacts) to optimize work and focus time, as appropriate to the individual stakeholder.
• Coordinate department needs and information with the global IT and FOCUS teams as needed.
• Schedule conference rooms and TEAMS virtual meetings with internal and external parties as appropriate.
• Order and distribute office supplies and sundries as needed.
• Create travel agendas and book reservations through AMEX / Concur or other means as appropriate to the individual stakeholder, anticipating needs at destinations and adhering to all SAC Travel policies.
• Consult with other Executive Assistants to coordinate schedules, meetings, and information as needed at the region and global level.
• On occasion, assist in the creation of PowerPoint decks and take meeting notes.
• Support capex and opex budget review meetings with notes and follow ups with the teams and updates to the tracker and expense master
• SOP updates and creation, if needed.
• Quarterly App Stack Reviews with the IT Teams.
• Support Change Control Board Meetings (only when primary lead is unavailable).
• Support tactically on OCM activities (schedule training sessions, attend sessions and take notes).

Support and Maintain Financial Activities

• Complete expense reports for self and key stakeholders on time through the expense system, ensuring compliance to all audit requirements, and adhering to SAC Expense Policy.
• Track and file invoices/receipts when received.
• Execute weekly IT invoice coding, working together with department personnel to gather needed information (i.e., I/O codes, etc.), ensuring all coding is executed within agreed thresholds.
• Follow up on payment processing status for all coded invoices and report discrepancies or contact vendors as appropriate, ensuring all payments are completed in a timely manner.
• Renew memberships, visas, credit cards, etc.

Support Key Events and Large Meetings

• Support the planning and execution of SAC IT in-person events (Q2 and Q4), working with external agencies on detailed agendas, collaborating with executive stakeholders, and making decisions as needed, ensuring adherence to budget targets.
• Support major corporate events (e.g., SAC Town Hall, Brand Conferences, etc.) as appropriate.
• Support other events or large meetings as needed.
• Coordinate meeting dates, virtual meeting information and PowerPoint deck preparation for quarterly Town Hall meetings and other major brand-wide presentations
• Conduct research on venues, gifting, etc. to help determine overall budget.
• Collaborate with the leadership team to ideate meeting/event theme, production, etc.
• Partner with HR contacts and maintain ongoing communication regarding any new hires, terms, birthdays, anniversaries, or structural updates.
• Update team organizational charts as needed.
• Forecast and order team quarterly award packages as required.
• Accommodate guests visiting to meet with the EC (e.g., register names with security, meet in reception, offer drinks, take coats)
• Reserve meeting space, conduct set up and cleanup of catering in conference room areas prior to and after meetings.
• Place food orders for meetings as requested.
• Complete miscellaneous business errands.

Execute Learning and Development

• Take O365 classes to increase skills, starting with basic curriculum and progressing to more advanced, as appropriate.
• Create and execute personalized roadmap of training program.
• Complete all required company and compliance training as required.

WHO YOU ARE

• Minimum of 5 years’ experience supporting Senior Executives within a corporate environment
• Effective communication skills, both written and verbal.
• Strong technical skills, especially with MS Excel, PowerPoint, and Outlook.
• Professionalism and flexibility to assist and accommodate accordingly.
• Intuitive thinking and problem-solving skills.
• Enthusiasm and positive, can-do attitude. High sense of business urgency.
• Ability to prioritize workload, organized and detail oriented.
• Interpersonal skills, along with the ability to work with cross-functional teams.
• Able to work in a hybrid in-office and remote format.
• College graduate preferred.

#LI-Hybrid #Nylaw

You may be asked to perform other duties needed to help drive to our vision, fulfill our mission and abide by our organization’s values.

What We Can Offer You

At Shiseido Americas, our pride extends beyond our rich legacy to our passionate and talented team that brings it to life every day. We recognize that without our people, innovation would not be possible. That's why we go above and beyond with our comprehensive benefits program to recognize our employees. With an array of options designed to give our employees peace of mind, our perks & benefits program is more than just a perk – it's an investment in our people's futures. Whether you're looking for comprehensive health coverage, retirement savings, or paid time off, our benefits have you covered! Check out a list of our Benefits and Perks offerings:

· Medical, Dental, & Vision Insurance

· Life and Disability Insurance

· Paid Time Off

· Paid Volunteer Days

· Paid Company Holidays

· Paid Parental Leave

· 401K with 6% Company Match

· Talent Development & Learning Programs

· Internal & International Mobility

· Product Discounts & Annual Gratis

· Employee Led Affinity Groups

· Tuition Reimbursement

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