Executive Assistant to Chairman/GM

New York

Full - Time

Up to 25%

Administrative & Assistantship

Bachelor

Descripción del puesto:




Purpose of role:

As the Executive Assistant to the Chairman of Natura and the GM of The Body Shop, you’ll be responsible for providing highly efficient and effective support across all administrative and organizational activities. Working in a fast-paced international environment, you will be the first point of contact for the Chairman/GM and will organize all travel and meeting arrangements, prepare notes and draft various communications where appropriate.

Role Definitions

Key Job Accountabilities

  • Manage and coordinate the Chairman’s/GM diary and prioritize appointments as appropriate. Involves some personal tasks for Chairman by helping to schedule personal appointments and communication with Chairman’s family members.
  • Act as point of contact for the Chairman/GM, dealing with all phone and email enquiries, appointment booking (including internal and external), meeting coordination, etc.
  • Coordinate, prepare agendas/information for meetings, collecting and finalizing materials and ensure the Chairman/GM is fully briefed ahead of time of meeting content, information required etc.
  • Prepare for Board Meetings handling every detail including, travel, accommodations, reservations, seating charts, agendas, presentations, IT needs, etc.
  • Coordinate travel and accommodation requirements for Chairman/GM and visitors as requested. For global travel, organize all visa submissions in advance of trips.  Expense management after travel and reconcile credit card statements and submit expenses through travel website.
  • Produce high quality communications, draft and write letters/emails, memos, reports, agendas, minutes and presentations as required by the Chairman/GM
  • Maintain accurate and easily accessible up to date electronic filing
  • Act on behalf of the Chairman/GM when not available, both internally and externally, escalating decisions/queries where appropriate
  • Position includes one EA direct report that also acts as the Office Manager and supports two VP’s
  • Provide the appropriate gatekeeping between the public, clients, customer, and direct reports and the Chairman/CEO by taking requests for meetings and coordinates various aspects of interdepartmental communication as necessary
Other
  • Responsible for maintaining the ethical standards Natura and The Body Shop including minimizing the environmental, health and safety risks in the workplace and responsible for reporting potential risks, real accidents and near misses to relevant managers

  • Act as an “agent of change” to drive continuous improvement within the team

Primary Working Relationships & Interfaces:

Internal

  • International Brand
  • International Communication
  • Exec
  • Exec PA’s

External

  • Clients
  • Providers
  • Visitors

Personal Requirements for Role

Experience:

  • Proven substantial experience in an Executive support role handling highly confidential information with discretion
  • Experience in an highly international, fast-paced and multicultural environment
  • Good knowledge of Outlook, PowerPoint & Excel

Qualifications: Educated to degree level or equivalent.

Competencies required:

    Able to work in a fast paced environment

  • Very detailed oriented; attention to details and accuracy are critical required skills
  • Highly motivated and energetic, enthusiastic and eager to learn
  • Have a great attitude, strong work ethic, and excellent follow-up skills
  • Willing to go the extra mile and be a team player
  • Work well under pressure
  • Able to multi task a must
  • Excellent communication skills
  • Conscientious, timeliness and punctuality and essential traits and skills
  • Interacts effectively (good communication skills)
  • Manages complexity
  • Demonstrates entrepreneurship & proactivity

Natura

Our purpose

To nurture beauty and relationships for a better way of living and doing business.

Our beliefs

We are passionate agents of change.

We build relationships based on transparency, collaboration and diversity.

We are committed to integrity and hold ourselves accountable.

We find the courage to challenge the status quo and go beyond.

We honor and respect the interdependent nature of all things.

Our aspiration

We will dare to innovate to promote positive economic, social and environmental impact.

To be completed by the Manager

People:

Direct Reports: 1

Indirect Reports: 0

Financial:

N/a