Shiseido Executive Assistant

Role & Responsibilities

• Provide high-level administrative support to the Country Manager and SVP, acting as a liaison across departments to facilitate communication, streamline operations and support business activities.
• Maintain and optimize meeting calendars, and schedule or reschedule meetings with regional and headquarters contacts to protect work and focus time.
• Coordinate departmental needs and information with global IT and FOCUS teams.
• Schedule conference rooms and Microsoft Teams meetings with internal and external parties.
• Order and distribute office supplies and sundries.
• Prepare travel agendas and book reservations through AMEX, Concur or other appropriate channels, anticipate destination needs and follow SAC Travel policies.
• Coordinate schedules, meetings and information with other Executive Assistants at regional and global levels.
• Assist with PowerPoint presentations and take meeting notes as needed.
• Support capital expenditure and operating expense budget review meetings by taking notes, following up with teams, and updating the tracker and expense master.
• Create and update standard operating procedures as needed.
• Coordinate quarterly App Stack Reviews with IT teams.
• Support Change Control Board meetings when the primary lead is unavailable.
• Provide tactical support for organizational change management activities, including scheduling and attending training sessions and taking notes.
• Complete timely expense reports for self and key stakeholders, ensuring audit compliance and adherence to SAC Expense Policy.
• Track and file invoices and receipts.
• Code IT invoices weekly, gathering required information such as I/O codes from department personnel and meeting agreed thresholds.
• Follow up on payment processing for coded invoices, report discrepancies or contact vendors as appropriate, and ensure timely payment.
• Renew memberships, visas and credit cards.
• Support the planning and execution of SAC IT in-person events in Q2 and Q4, collaborating with external agencies and executive stakeholders on detailed agendas, making decisions as needed and meeting budget targets.
• Support major corporate events, including SAC Town Halls and brand conferences, as well as other events and large meetings.
• Coordinate dates, virtual meeting details and PowerPoint preparation for quarterly Town Halls and other major brand-wide presentations.
• Research venues and gifting to help establish event budgets.
• Collaborate with the leadership team on meeting and event themes and production.
• Communicate with HR contacts about new hires, departures, birthdays, anniversaries and organizational updates.
• Update team organizational charts as needed.
• Forecast and order quarterly team award packages as required.
• Welcome guests visiting the Executive Committee, including registering names with security, meeting them at reception, offering drinks and taking coats.
• Reserve meeting spaces and set up and clear catering in conference rooms before and after meetings.
• Place food orders for meetings as requested.
• Complete miscellaneous business errands.
• Attend O365 classes, progressing from basic to advanced curricula as appropriate.
• Create and execute a personalized training roadmap.
• Complete required company and compliance training.

Qualifications

• At least 5 years of experience supporting senior executives in a corporate environment.
• Effective written and verbal communication skills.
• Professionalism and flexibility to provide assistance and accommodate needs.
• Intuitive thinking and problem-solving skills.
• Enthusiasm, a positive can-do attitude and a strong sense of business urgency.
• Ability to prioritize workload; organized and detail-oriented.
• Interpersonal skills and ability to work with cross-functional teams.
• Ability to work in a hybrid in-office and remote format.
• College graduate preferred.

Skills

Experience

Minimum 5 years supporting senior executives within a corporate environment

Education

College graduate preferred

Benefits

Medical, dental and vision insurance; life and disability insurance; paid time off; paid volunteer days; paid company holidays; paid parental leave; 401(k) with 6% company match; talent development and learning programs; internal and international mobility; product discounts and annual gratis; employee-led affinity groups; tuition reimbursement.

About Cerulean

Cerulean is the definitive career portal for the global luxury industry. We match exceptional professionals with exclusive opportunities at the world's most prestigious brands. From haute couture and fine watchmaking to prestige beauty, hospitality, and boutique retail, Cerulean centralises luxury employment to help you find the career for which you were destined.