Executive Administrative Assistant, Tax (Ossining)

LVMH - Ossining, NY

Full-time - Entry Level

Ossining, NY

Merchant Wholesalers, Nondurable Goods

About the position

LVMH Inc is seeking a Tax Admin/Executive Assistant to join the LVMH US Tax department in the New York Office. This role is crucial for supporting the tax team in various administrative and operational tasks. The ideal candidate must be detail-oriented, possess strong organizational skills, and demonstrate proficiency in Excel and PowerPoint. The responsibilities include coordinating schedules and meetings, arranging travel for the department, and managing vendor invoices. The candidate will also analyze budget variances and assist with budget revisions, as well as track and respond to tax notices. Excellent communication skills are essential, as the role requires interaction with individuals at all levels of the organization, including local affiliates and the Group Head-Office teams in Paris. The position involves handling confidential information, necessitating a high level of attention to detail and rigor. In this fast-paced environment, the Executive Administrative Assistant will be responsible for a variety of tasks that ensure the smooth operation of the tax department. This includes coordinating internal and external schedules for meetings, conferences, or events, and arranging necessary logistics such as conference rooms and catering. The assistant will also manage travel arrangements using Concur for both domestic and international trips for tax department personnel. Additionally, the role involves assisting with the tracking and logging of tax notices, drafting initial responses, and collecting information for tax audits. Staying updated on ongoing tax training and conferences is also part of the responsibilities, as the assistant will propose relevant opportunities to the tax team. The position requires the ability to receive and review invoices from various tax service vendors, track outstanding payments, and maintain proper documentation. The assistant will support the SVP of Tax with department budget planning and presentations, as well as assist the tax team in creating presentation decks. Other day-to-day administrative tasks include preparing expense reports, maintaining internal and external contact lists, and managing the tax department's out-of-office calendar. The role also involves creating work order requests for maintenance issues within the building and attending meetings to record minutes.

Responsibilities

• Coordinating internal and external schedules for meetings, conferences or events, including arranging conference rooms and catering.
• Arranging domestic and international travel within Concur for individuals in the tax department.
• Assisting with Tax notices tracking and logging, as well as drafting initial responses to these Tax notices.
• Assisting with information collection for Tax audits.
• Staying up to date on ongoing Tax trainings and conferences to propose to the tax team.
• Receiving and assisting with the review and approval of invoices from various Tax services vendors, tracking outstanding invoices and maintaining documentation of processed payments.
• Assisting the SVP of Tax with department Budget planning and presentations, and creating presentation decks for the Tax team.
• Preparing expense reports using Concur.
• Maintaining internal and external contact lists.
• Performing day-to-day administrative responsibilities such as copying, scanning, and managing mailings.
• Attending meetings and recording minutes.
• Maintaining the tax department out of office calendar.
• Creating work order requests for janitorial, maintenance, and heating & cooling issues.

Requirements

• Bachelor's degree preferred.
• Proficient in Microsoft Office, with excellence in Excel and PowerPoint.
• French language is a strong plus.
• Ability to interact with all levels of management, internal and external.
• Excellent communication skills both written and verbal.
• Strong organizational skills.
• Proven ability to operate in a fast-paced environment.