Executive Assistant
Location:
Clearwater , Florida
Posted:
April 02, 2017
Reference:
5160170317-en-us

Vogue International brands is currently recruiting for an Executive Assistant to support the company President and other senior members of the management team.  This position will be based in Clearwater, FL.


Vogue International, a Johnson & Johnson Company, is an innovative consumer products business that distributes cutting-edge hair care products to large retail chains around the world.  These brands represent an innovative hair care business which is new to our Consumer Family of Companies and focused on the marketing, development and distribution of salon-influenced and nature-inspired hair care and other personal care products. With several strong brands among its portfolio, including OGX® and MAUI MOISTURE® Proganix® and FX®, the Vogue business is the cornerstone of Johnson & Johnson Consumer’s hair care operations.  Vogue International products are sold in the U.S. and in 38 countries. 


The executive assistant will complete administrative and clerical support which may include but not limited to:

  • personal secretarial, clerical and administrative support, such as preparing correspondence in final form, maintaining files and records, scheduling appointments and travel. Also coordinates and assists in preparing associated business reports.
  • Process all communications, including phone calls, email, correspondence, mail, and faxes. Makes ad hoc delegation decisions on communications and implements them.
  • Manages a highly complex business calendar with a keen sense of prioritization and time management to ensure maximum effectiveness of time use by the President/CEO.
  • Coordinates Board and Leadership Team meetings and related activities, and other non board leadership activities of the President/CEO.
  • Ensure proper scheduling of meeting rooms, WebEx, and availability of appropriate IT support
  • Collects and consolidates management data/reports from each functional area in order to track performance against corporate strategy.
  • Organizes confidential files, manages relevant data, and maintains accurate records.
  • Coordinates all travel arrangements (both domestic and international) for President/CEO and others as needed and processes all expense reports on time.
  • Sets up luncheons, dinners, and meetings.
  • Functions as the recorder and prepares meeting minutes and coordinates all materials. Tracks action items and follows up activities of direct reports and other staff on behalf of the President/CEO.
  • Accurately manage projects and all administrative duties.  Plan projects ahead, ensure contingency plans are developed



Qualifications
  • A High School Diploma is required.  An Associates Degree is preferred. 
  • 6-8 years of Executive administrative experience; supporting a VP level or higher preferred
  • Ability to maintain a highly professional and efficient office environment
  • Comfortable working in an Independent environment and ability to operate at full capacity in the absence of manager
  • Must be able to exercise sound judgment and discretion
  • Independently assesses and takes the initiative as appropriate to resolve complex administrative situations/problems
  • Must be a team player motivated to assist outside of assigned job responsibilities as appropriate
  • Must be very detail oriented and self-motivated
  • Must possess extensive knowledge of and demonstrated ability with personal computers and associated office software programs including: MS Office Suite, Global Connect, WebEx, Outlook, Concur, Ariba, Room booking, and OUR SOURCE (preferred).
  • Maintain high level of interactivity with Admins of senior Leaders and LT members
  • Demonstrate the ability and flexibility to respond to shifting priorities, problem solve complex situations.
  • Experience with strong calendar management and meeting scheduling dealing with multiple time zones is required. 
  • Up to 10% domestic travel.


Primary Location
United States-Florida-Clearwater
Organization
Vogue International LLC (6232)
Job Function
Administration
Requisition ID
5160170317

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