Executive Assistant
Pierre Fabre
- Parsippany, NJ
- Permanent
- Full-time
- Manage the CEO's calendar and travel arrangements. Act as a gatekeeper, screening and managing requests for the CEO's time and attention.
- Keep overall PFP master calendar to set up and coordinate meetings with the US management team, PF HQ, affiliates, and company team members, including weekly, monthly, and quarterly meetings.
- Support CEO and management team with the preparation and review of expense reports
- Manage high-level correspondence, and craft internal and external professional communications.
- Organize and maintain electronic files via OneDrive, Sharepoint, and/or Teams, ensuring easy access to critical documents.
- Maintain confidentiality and handle sensitive information with discretion.
- Anticipate and address issues, resolving them proactively and professionally.
- Offer creative solutions to administrative challenges.
- Coordinate and manage various corporate events and meetings, locally and internationally such as team offsites, field meetings, and congresses.
- Oversee logistics for group meetings and events, covering site selection, contract negotiations, event planning, team building, travel arrangements, accommodations, agenda coordination, audiovisual and food and beverage planning, and budget management for an enhanced participant experience.
- Coordinate HQ visits to the US and travel for US members to France
- Manage the office in coordination with Dermo-Cosmetic EA, including meeting room assignments, building management communication; supply orders, catering and set up for onsite events.
- Maintain associated purchase orders for facility related invoicing.
- Provide ad-hoc administrative support, including ordering supplies.
- Support financial processes such as new vendor onboarding, Purchase Order initiation, etc in close partnership with project owner and finance
- Manage special projects and initiatives, tracking progress and budget to ensure successful implementation and alignment with organizational goals and timelines.
- Foster a culture of accountability, transparency, and excellence.
- Cultivate and maintain positive relationships with key internal and external stakeholders.
- Facilitate communication and collaboration among different departments and teams, improving cross-functional effectiveness.
- Support onboarding/offboarding activities within team.
- Foster company morale and well-being through the management of wellness programs, employee events, and the distribution of birthday and anniversary awards. Organize employee-focused events.
- Other duties as requested by the Business.
- Bachelor's degree in business, management, or a related field (Master's degree preferred).
- Proven experience in a similar leadership role, preferably in a mid-size company.
- Strong strategic thinking, problem-solving, and decision-making abilities.
- Excellent project management skills and the ability to prioritize and execute multiple tasks efficiently.
- Exceptional communication and interpersonal skills.
- Ability to maintain confidentiality and exercise sound judgment.
- Strong leadership and team management skills.
- Highly collaborative and strong customer service mindset.