Divisional Assistant: L'Oréal Dermatological Beauty Division at L'Oréal

About the Job

Key Job Accountabilities

• Takes responsibility for the administrative and organizational follow-up of a manager/team's activities.
• Takes care of all administrative and technical assistance: calendar management, reception of calls, organization of business travel, entering receipts for expenses, processing mail, preparing responses, orders for office equipment, DED setup, etc.
• Checks emails daily in order to act/alert if required.
• Organizes and coordinates the manager's activities.
• Coordinates the arrival of new employees (transfer files, FIT course planning, IT and telephone requests, etc.).
• Puts together and maintains files and aids for internal and external meetings, and drafts reports.
• Gathers, communicates, and dispatches information throughout the team.
• Handles delicate and unexpected situations and facilitates the resolution of ongoing problems.
• If necessary, works in partnership and shares some of his/her assistantship activities with another assistant.

Professional & Technical Competencies:

Organizes/Optimes the Activity of the Manager or Team

• Handles the manager or team's calendars.
• Anticipates, takes the initiative, and handles priorities.
• Carries out all activities while displaying a sense of service, availability, and responsiveness.

Sorts, Re-processes, and Distributes Information:

• Drafts simple or complex responses to letters and emails.
• Summarizes and analyzes important points in the responses made.
• Identifies useful documents and information within the department's sector and handles their distribution.
• Works alongside relevant networks to ensure smooth communication, while respecting rules on discretion and confidentiality.

Handles Administrative Activities:

• Implements administrative tasks relevant to his/her area of activity and reports on it.
• Updates administrative and/or technical data (indicators and monitoring tools).
• Uses the professional applications available for his/her activity.
• Shows an awareness of and curiosity for his/her sector (vocabulary, rules, processes, network, etc.).

Handles Projects According to Departmental Organization:

• Takes responsibility for all or part of a project.
• Coordinates the advancement of projects with internal or external partners.
• Handles contacts with participating parties according to the level of their contribution to the project.

Experience and Educational Requirements:

• Min. 2 years' experience as an assistant or similar and eager to go beyond an admin role
• Able to work in a high-pressure environment
• Relevant degree