Executive Assistant

Date:  Sep 19, 2022
Location:  New York
Company:  Shiseido
Country/Region:  US
Custom Field 4:  Employee (Permanent)
Company:  Shiseido

Job Summary:

The Executive Assistant supports the general administrative functions of three executives including, but not limited to, greeting/assisting visitors, customers, preparing documents and reports, compiling records, scheduling meetings, organizing and maintaining information, coordinating calendars, analyzing data including budgetary expenditures and providing general office support.  It is imperative that the Administrative Assistant maintain confidentiality and privacy at all times and demonstrate high sensitivity with all communication.  He/She will need to establish strong working relationships with both internal and external business partners, as well as brand holder and Fashion Houses.



Primary Duties & Responsibilities:

  • Schedule Appointments and manages calendars and meeting setup including sending reminders and organizing catering when necessary.
  • Organizes and submits Expense Reports and maintains records.
  • Arranges airfare, hotels, cars & etc. for business trips as requested by senior executives.
  • Oversee management of brand-holder visits: coordinates and finalizes agenda, arrange transportation and catering, assist with any deck or presentation prep if needed.
  • Assist with all global team onboarding needs inclusive of agenda preparation, IT setup and scheduling all appointments.
  • Assist brand teams with daily tasks: retailer meeting preparation, gratis orders and comp closet management, shipping retailer comp requests.


Working Relationships/Key Stakeholders:

  • Assists the US fragrance marketing team (Dolce & Gabbana, Hermes, Issey Miyake, Narciso Rodriguez, Tory Burch) and Tory Burch global team
  • Liaise with the Paris fragrance brand holders and New York Tory Burch fashion team
  • Interacts with transversal teams within Shiseido: finance, sales, operations.


Financial Accountability:

  • Timely and accuracy expense reporting for all 3 executives
  • Assist with ensuring All Finance/Budget Reporting Timelines are met.


Qualifications & Competencies:

  • Project Management
  • Professionalism and flexibility to assist and accommodate accordingly.
  • Intuitive thinking and problem-solving skills.
  • Ability to prioritize workload, be organized, detail oriented and experience working in fast paced environment
  • Interpersonal skills and ability to work cross boundaries with other departments.
  • Strong communication skills, both written and verbal.
  • PC software knowledge and expert skills in using Microsoft Office: Outlook, Word, Excel and Power Point.
  • Strong understanding of all social media platforms.
  • Motivated, Enthusiastic with a can-do approach.
  • College graduate preferred.    


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

Nearest Major Market: Manhattan
Nearest Secondary Market: New York City

Job Segment: Administrative Assistant, Executive Assistant, Secretary, Sales Operations, Administrative, Sales