Administrative Assistant Job at Colgate-Palmolive
No Relocation Assistance Offered
# 148222 - New York, New York, United States
Do you want to come to work with a smile and leave with one as well? In between those smiles, your day consists of working in a global organization, continually learning and collaborating, having stimulating discussions, and making impactful contributions!
If this is how you see your career, Colgate is the place to be!
Our dependable household brands, dedicated employees, and sustainability commitments make us a company passionate about building a future to smile about for our employees, consumers, and surrounding communities. The pride in our brand fuels a workplace that encourages creative thinking, champions experimentation, and promotes authenticity which has contributed to our enduring success.
If you want to work for a company that lives by their values, then give your career a reason to smile...every single day.
What you will do:
Performs varied administrative work applying judgment and in-depth knowledge of organization and policies/procedures. Plans own work with some supervision to address the business needs of multiple managers. Anticipates needs of customers, demonstrates initiative, and adds value to department’s activities. Takes initiative to make changes in workflow and implements as needed. Confidentiality of data requires extreme sensitivity and all disclosures require discretion.
The responsibilities include but are not limited to the following:
Mail:
Screens/prioritizes/directs mail for handling and archives appropriately
Flags and /or highlights important information and takes action by forwarding it to appropriate parties for resolution.
Follows -up on pending mail TRAVEL
Arranges domestic and international travel for simple and complex trips which may include several destinations
Utilizes the Internet to research information such as locations and obtain directions as it relates to supporting travel itineraries.
Independently prepares travel itineraries including all key contact names and numbers
Prepares travel expense reports for principal managers with minimal supervision.
Manage visa requests by sending all relevant information to secure required documentation one week prior to departure date
Meetings:
Provides administrative support for onsite meetings to include meeting planning & logistical coordination with people from multiple locations and/or functionsProvide meeting planning and logistical coordination for committees that principal managers lead
Frequently coordinates meetings with people from multiple locations for off-site meetings. May be required to be physically present to provide administrative assistance at off-site meetings
Troubleshoots equipment issues in conference rooms prior to and during any meetings
Adept at coordinating meetings using existing and new technologies
Catering/ lunch voucher distribution, room set up verification, and helping to prepare for special room set up when we have Customer visit or other special events BUDGET
Demonstrates basic knowledge of the department budget and is mindful of budget constraints/availability
Codes and monitors budget expenses monthly and informs manager of discrepancies. Runs SAP budget reports if necessary
Creates and/or processes all invoices and purchase orders via Ebuy in a timely fashion and troubleshoot any issues in a timely fashion.
Sets up vendors in the Ebuy system
Communications:
Creates and/or edit presentations including formats, layouts, and content with attention to details and minimal supervisionComposes both routine and non-routine correspondence (e.g. minutes, announcements) with attention to details and minimal supervision
Independently responds to and follow-ups on request for information based upon acquired knowledge of department, shares information and keeps others informed within department
Scanning/copying documents are done correctly for distribution
Updates and distributes organization charts as needed
Maintains google distribution lists and groups
Purchase Orders:
Create & Manage all PO’s for North America Media, Insights, Agency Fees, Production. & eCommerce. Responsibilities include:Create, review and issue PO’s & ensure requestor is utilizing the correct budget codes Complete Good Receipts for all invoices
Meet with internal & external partners around Troubleshooting where necessary - examples include:
Resolve PO’s & Invoice issues as needed:
Raise tickets in the system,reject invoices, transfer PO’s, submit change order requests where needed, identify invoice issues –over invoicing,
Goods Receipt/ Invoice Received discrepancies, CARS requests, etc (Must follow through to resolution and inform internal and external partners of progress)
Provide assistance in documenting departmental processes/ how to and cheat sheet instructional guides.
Provide training on policies, coding, and best practices OTHERS
Maintenance of product closet : ordering, sorting, keeping up inventory
Coordinates floor plan updates under advisory from Human Resources and business leaders
Orders laptops for new hires
Orders computer equipment for their assigned groups
Maintain email groups / google groups
Facilitates the return of department provided IT peripherals (printers, monitors, etc)
Submit exit requests to have desks cleared for terminated employees
Coordinate administrative support for Marketing Meetings
New hire gifts
Building tours for new employees
Yearly calendar to include engagement LT travel and vacation goal alignment mid year review budget review
Qualifications:
High School Diploma or GED (Bachelor's Degree preferred)Minimum three years of experience with previous executive / high level administrative support experience
Demonstrated proficiency using G SUITE products (gmail, sheets, docs, slides, google meet, etc) ; Concur expense management system; AMEX travel management system; as well as an aptitude to learn other programs as required
Adept at coordinating meetings using existing and new technologies
Ability to interface with high level executives
Proven project management skills
Proven continuous improvement and documentation skills
Ability to manage in a fast paced, high volume environment
Ability to work under extreme pressure and deadlines if required
Displays a sense of urgency
Must be flexible and have the ability to multitask
Analytical capabilities and attention to detail
Collaborative nature and team spirit
Strong ability to prioritizes work demands
Self-starter, works well without detailed supervision
#LI-Hybrid
Salary Range $56,000 - $73,605 USD
Pay is based on several non discriminatory factors including but not limited to experience, education, skills and office location. In addition to your salary, Colgate-Palmolive offers a performance based bonus and competitive benefits package.
Equal Opportunity Employer
Colgate is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, ethnicity, age, disability, marital status, veteran status (United States positions), or any other characteristic protected by law.
Are you interested in working for Colgate-Palmolive? You can apply online and attach all relevant documents such as a cover letter and resume or CV. Applications received by e-mail are not considered in the selection process. Become part of our team. We look forward to your application.
Colgate-Palmolive is a leading global consumer products company, tightly focused on Oral Care, Personal Care, Home Care and Pet Nutrition. Colgate sells its products in over 200 countries and territories around the world under such internationally recognized brand names as Colgate, Palmolive, elmex, Tom’s of Maine, Sorriso, Speed Stick, Lady Speed Stick, Softsoap, Irish Spring, Protex, Sanex, Elta MD, PCA Skin, Ajax, Axion, Fabuloso, Soupline and Suavitel, as well as Hill’s Science Diet and Hill’s Prescription Diet.
For more information about Colgate’s global business, visit the Company’s web site at http://www.colgatepalmolive.com. To learn more about Colgate Bright Smiles, Bright Futures® oral health education program, please visit http://www.colgatebsbf.com. To learn more about Hill's and the Hill’s Food, Shelter & Love program please visit http://www.hillspet.com. To learn more about Tom’s of Maine please visit http://www.tomsofmaine.com.
Reasonable accommodation during the application process is available for persons with disabilities. Please contact Application_Accommodation@colpal.com with the subject "Accommodation Request" should you require accommodation.
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