Executive Assistant

Job description

Company Description WHO WE ARE fresh is a global skincare brand within the LVMH Group, headquartered in New York City. We emphasize the look, feel, and scent in every product, transforming skincare into an elevated, sensual experience. Our collection of skincare, lip care, bodycare, and fragrances are available in 16 countries, across our fresh boutiques and digital channels, specialty and department stores, and more. We are an organization of curious creators who embrace innovation, optimism, and always keep our customers at the forefront. With a pioneering spirit, we are empowered to challenge the status quo and use our authentic voice to do the right thing for our people, our brand, and the environment. Here at fresh , we intentionally foster a spirit of belonging. We celebrate our diversity and support every employee to feel welcomed, valued, respected, and heard. By embracing curiosity and collaboration, we recognize that our differences strengthen us. Job Description MAIN JOB OBJECTIVE We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to four C-Suite/Leadership Executives. The ideal candidate will be a detail-oriented, self-starter with excellent communication and interpersonal skills, capable of managing multiple priorities in a fast-paced environment. JOB RESPONSIBILITIES Manage complex and ever-changing day-to-day schedules of the executives via Microsoft Outlook, scheduling and organizing meetings across multiple time zones. Anticipate all needs of the executives by thinking and working proactively with a one-step-ahead mentality. Prepare meetings and appointments by creating agendas, preparing conference rooms and audio/visual needs. Oversee the effective document management for the executives; maintain, prepare, review, and support in all aspects of records and information management. Coordinate domestic and international travel arrangements; prepare detailed travel itineraries inclusive of flights, visas, hotels, meeting agendas, etc. Oversee personal and departmental expenses, submitting all necessary invoices in Medius and credit card expenses in Concur in a timely manner. Handle confidential information meticulously; escalate any required information with discretion. Act as a liaison between executives and internal/external stakeholders. Assist with special projects and initiatives as assigned. What you will learn in the first 6 months: Learn each executive's specific preferences for scheduling, communication, meeting preparation, and travel. Become highly proficient in Microsoft Outlook for advanced calendar management, and master expense systems like Medius and Concur. Integrate into the company culture, learning the organizational structure, key internal and external contacts, and relevant company policies. Begin to develop a proactive, "one-step-ahead" mindset, anticipating administrative needs and offering solutions. What you will achieve in 12 months: Advance to strategic calendar and project support, including long-range planning, managing project components, and assisting in meeting facilitation. Develop advanced content creation skills, drafting initial memos, presentations, and synthesizing information for executive decision-making. Strengthen relationships with internal and external stakeholders, optimizing information flow and demonstrating impeccable discretion with confidential matters. Consistently apply independent problem-solving, conduct targeted research, and identify opportunities for continuous administrative process improvement. Physical Requirements: Must be able to remain in a stationary position on average of 7.5 hours/day Light to moderate lifting may be required While performing the duties of this job, the employee may be regularly required to stand, sit, reach, stoop, kneel, and operate a computer, telephone, and keyboard Qualifications PROFILE You have: 3-5 Years of Experience in Specified Field Proven experience as an Executive Assistant supporting C-Suite or leadership-level executives. Exceptional organizational and time management skills. Strong written and verbal communication abilities. Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Experience with expense management systems like Medius and Concur is a plus. Ability to maintain confidentiality and exercise discretion. Proactive and resourceful problem-solver. Bachelor's degree preferred. Additional Information WHAT WE OFFER YOU Training & Development and Culture Fresh and LVMH Sponsored Trainings and Workshops for Personal and Professional Development Opportunities for networking and building relationships with LVMH Community and Network Opportunities to join internal communities: DEIB Council, Sustainability Champions, LVMH Employee Resource Groups Mental Health Support Free professional consultation, referrals and counseling through the Employee Assistance Program (EAP) Free 24/7 confidential mental health support Paid Time Off and Flexibility Comprehensive paid time off inclusive of Floating Holidays and Summer Fridays Fertility and Family Planning Fertility Services, Maternity and Newborn Support, Adoption and Surrogacy Assistance, including cryopreservation when part of fertility treatment Paid Parental Leave (Inclusive of Maternity, Paternity, Adoption, Surrogacy) at eligibility Travel & lodging for those who can’t access care Back-up dependent Care and Tutoring Fresh and LVMH ‘Perks’ and Discounts Fresh In-Store Discounts and Gratis LVMH Group Friends and Family Sales across all divisions within LVMH: Wines and Spirits, Watches and Jewelry, Perfumes and Cosmetics, Fashion and Leather Goods, etc. Pre-Tax Commuter Benefits through Wage Works Additional Health Club Discounts, Sporting/Entertainment Ticket Discounts, Insurance Discounts (Pet, renters, home) Health Care Medical, dental and vision Retirement and Additional Benefits 401k with Company Match + Additional Employer Contribution at eligibility Fresh provides equal employment opportunities to all employees and applicants without regard to race, color, religion, religious creed, national origin, ancestry, citizenship, sex, gender (including gender identity and expression), pregnancy, age, sexual orientation, physical or mental disability, medical condition, genetic information, sexual orientation, marital status, familial status, veteran status, or any other legally protected status under applicable federal, state or local laws. We are committed to fostering a professional work environment free from discrimination and harassment, including discrimination and harassment based on all protected categories. The salary range for this role is $70,000 - $105,000 USD. This role is based in New York, NY. All your information will be kept confidential according to EEO guidelines.