Administrative Assistant

No Relocation Assistance Offered
# 153075 - New York, New York, United States

Do you want to be part of a team that is building a future to smile about? What about having the opportunity to connect with others across the world, full of stimulating discussions, and making impactful contributions?

If this is how you see your career, Colgate is the place to be!

Our dependable household brands, dedicated employees, and sustainability commitments make us a company passionate about building a future to smile about for our employees, consumers, and surrounding communities. The pride in our brand fuels a workplace that encourages creative thinking, champions experimentation, and promotes authenticity which has contributed to our enduring success.

If you want to work for a company that lives by their values, then give your career a reason to smile...every single day.

Our company invites applications to the Administrative Assistant position. As part of the Global Commercial organization, this position is responsible for providing overall administrative support, ensuring the smooth and efficient operations of the Enterprise Oral Care Organization, with focus on supporting the Vice President & General Manager, Colgate Equity and Worldwide Director, Oral Care.

What you will do

Calendar & meeting management

• Proactively manage and coordinate calendars and schedule meetings
• Provide administrative support for onsite meetings to include meeting planning & logistical coordination with people from multiple locations and/or functions
• Provide comprehensive administrative support before, during, and after applicable meetings, including recording minutes
• Provide administrative support for onsite or offsite meetings, including meeting planning & logistical coordination with people from multiple locations and/or functions; May be required to be physically present to provide administrative assistance at off-site meetings
• Coordinate meetings using new technologies (Google Suite, video/audio/conferencing) and train others, when needed
• Troubleshoot equipment issues in conference rooms prior to and during any meetings and coordinate with technical resources, as needed

Travel management

• Arrange international and domestic travel for the VP & GM, WW Director and other team members when needed, using discrection to modify travel arrangements
• Arrange domestic and international travel for trips which may include several destinations
• Manage travel visa needs by sending all relevant information to secure required documentation in a timely manner
• Proactively research information such as locations and directions as it relates to supporting travel itineraries.
• Independently prepare travel itineraries including all key contact names, numbers and emergency contact information
• Prepare travel expense reports with minimal direction
• Share sensitive information with discretion and keeps others informed as required

Other activities

• Create, process and follow-up on all invoices and purchase orders via Ariba, and troubleshoot any issues in a timely fashion
• Set up vendors in the Ariba system and may act as the department approver
• Independently prepare responses to requests and/or takes appropriate actions and advise manager of actions taken
• Initiate and compose both routine (schedules, letters, memos, e-mails) and non-routine correspondence (surveys, minutes, project plans, announcements and continuous improvement ideas) with significant narrative
• Create and/or edit presentations including formats, layouts, and content with attention to detail
• Compile reports and/or information from internal/external sources which require research and knowledge of the organization (e.g. extracting information from intranet/internet to obtain relevant data for the department)
• Flag and /or highlight important information and take action by engaging appropriate parties for resolution
• Create and use informal networks to gain support and get things done
• Extreme sensitivity to confidentiality of data; all disclosures will require discretion

Required Qualifications

• High School Diploma or GED
• 5 of experience, with previous executive / high level administrative support experience
• Demonstrated proficiency using G-suite products (gmail, sheets, docs, slides, google meet, etc.)
• Concur expense management system; AMEX travel management system; as well as an aptitude to learn other programs / technology tools as required
• Financial PO/budget and T&E management

Required Competencies

• Organizational skills: keeping the calendar on track and on time, keeping operations flowing smoothly, ensuring adequate prep time for important meetings, and anticipating priorities and company needs
• Time management skills: responding quickly to requests, planning ahead, and remaining flexible and agile to accommodate work needs
• Problem solving & networking skills: anticipating needs, coordinating internal and external resources to solve problems and get results
• Information Technology skills: creating slides, editing and proof-reading, designing layouts
• Multi-tasking/adaptability: pivoting and multi-tasking across multiple group needs and requests, even when stressors arise
• Communication skills: communicating regularly and respectfully across groups and levels
• Willingness to learn: learning new skills, new ways of working, taking feedback
• Being a positive, team player who represents the Enterprise Oral Care team across levels and multiple stakeholders

#LI-Hybrid

Salary range $58,000- $83,475 USD

Pay is based on several non discriminatory factors including but not limited to experience, education, skills and office location. In addition to your salary, Colgate-Palmolive offers a performance based bonus and competitive benefits package.

Equal Opportunity Employer
Colgate is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, ethnicity, age, disability, marital status, veteran status (United States positions), or any other characteristic protected by law.

Are you interested in working for Colgate-Palmolive? You can apply online and attach all relevant documents such as a cover letter and resume or CV. Applications received by e-mail are not considered in the selection process. Become part of our team. We look forward to your application.Colgate-Palmolive is a leading global consumer products company, tightly focused on Oral Care, Personal Care, Home Care and Pet Nutrition. Colgate sells its products in over 200 countries and territories around the world under such internationally recognized brand names as Colgate, Palmolive, elmex, Tom’s of Maine, Sorriso, Speed Stick, Lady Speed Stick, Softsoap, Irish Spring, Protex, Sanex, Elta MD, PCA Skin, Ajax, Axion, Fabuloso, Soupline and Suavitel, as well as Hill’s Science Diet and Hill’s Prescription Diet. For more information about Colgate’s global business, visit the Company’s web site at http://www.colgatepalmolive.com. To learn more about Colgate Bright Smiles, Bright Futures® oral health education program, please visit http://www.colgatebsbf.com. To learn more about Hill's and the Hill’s Food, Shelter & Love program please visit http://www.hillspet.com. To learn more about Tom’s of Maine please visit http://www.tomsofmaine.com.

Reasonable accommodation during the application process is available for persons with disabilities. Please contact Application_Accommodation@colpal.com with the subject "Accommodation Request" should you require accommodation.