Job Information
The Estee Lauder Companies Legal Administrative Assistant in Panamá, Panama
Legal Administrative Assistant
Brand: Estée Lauder Companies
Description
Grow your career with The Estée Lauder Companies!
The Estée Lauder Companies Inc. is one of the world's leading manufacturers and marketers of quality skin care, makeup, fragrance and hair care products. As the global leader in prestige beauty, we touch over half a billion consumers a year.
Our Company's products are sold in approximately 150 countries and territories under brand names including Estée Lauder, Aramis, Clinique, Lab Series, Origins, MAC, La Mer, Bobbi Brown, Aveda, Jo Malone London, Bumble and bumble, Darphin Paris, TOM FORD BEAUTY, Smashbox, AERIN Beauty, Le Labo, Editions de Parfums Frédéric Malle, GLAMGLOW, KILIAN PARIS, Too Faced, Dr.Jart , and the DECIEM family of brands, including The Ordinary and NIOD.
Infused throughout our organization is a passion for creativity and innovation; a desire to push the boundaries and invent the unexpected.
Position Overview
The Legal Marketing Group Admin Assistant will be responsible for providing exceptional, proactive administrative and operational support to the Legal Marketing Group to enable team members to optimize their contributions to the business. Responsibilities include, but are not limited to administrative work, calendar and phone management, expense reporting, travel booking, document management, all while leveraging technology to enhance efficiency and effectiveness. The individual will have great attention to details and have the ability to easily switch gears to meet tight deadlines in a fast-paced environment.
Responsabilities
Provide exceptional, proactive administrative support to the Legal Marketing Group:
Support VP Global Marketing Counsel Legal Marketing Group team with their administrative duties
Perform general administrative tasks such as Calendar management, meeting coordination, including scheduling meetings (in person and virtually), booking conference rooms and proactively identifying and resolving calendar conflicts, etc.
Expense reporting and Concur management for the members of the Legal Marketing Group
Create and manage matters in matter management and e-billing tools under the direction of team members; manage maintenance calendar; perform data integrity checks and maintain data accuracy;
Become the administrator to e-billing tool (Legal Tracker) and monitoring Legal Tracker inbox
Liaise with law firms and vendors to ensure adherence to outside counsel and billing guidelines, accurate and timely billing and payment.
Provide backup administrative support to the attorneys supported by the administrative assistant of SVP, Global Marketing Counsel, such as phone and calendar management, including screening/receiving/returning calls; relaying messages in a timely manner; solving callers’ issues independently when possible and referring callers to appropriate other resources as needed
Document management and indexing including e-filing
Travel coordination and travel booking for members of the Legal Marketing Group
Coordinate with other administrative assistants as necessary
Provide backup support for administrative assistants as needed
Provide operational support for special projects in other legal capabilities as needed
Qualifications
Qualifications
Minimum 3 years of experience as an administrative/executive assistant, preferably at a law firm and/or multinational company
Advanced skills in Microsoft Office 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, OneDrive and SharePoint
Familiarity with or strong ability to learn legal technology such as, Legal Tracker (Serengeti), and other operational tools like Salesforce, SAP, Ariba, Concur
Experience with preparing reports/extract data from systems
Exceptional organizational skills with ability to prioritize tasks and manage expectations effectively
Flexibility, agility and responsiveness with ability to pivot as priorities shift
Commitment to delivering high quality work with keen attention to detail
Exemplary client service orientation, professional demeanor and comfort in interacting with senior executives with demonstrated professional maturity, judgement and discretion
Clear, concise, effective written/verbal communication skills, including in person, via phone and email
Demonstrated initiative, independent thinking and creative problem solving
Dependable and reliable team member who builds collaborative relationships and is able to work with peers to meet attorney expectations
Competencies
Builds Collaborative Relationships: Builds relationships based on trust and respect. Promotes the inclusion of diverse knowledge, skills, and experiences to achieve results.
Demonstrates Learning Agility: Ability to anticipate change, face reality, draw conclusions, and swiftlymobilize to adapt to changing needs and demands.
Strives for Excellence in Execution: Proactively seeks ways to improve personal and organizational effectiveness to meet current and future business needs. Learns equally from successes and failures.
Additional Details
Work shift: Monday to Friday
Contract-type: Full-Time Permanent.
Location: Costa del Este, Panamá.
Job: Administrative
Primary Location: Latin America-PA-8-Panamá
Job Type: Standard
Schedule: Full-time
Shift: 1st (Day) Shift
Job Number: 248420