Executive Assistant

$45,760 - $45,760/Yr

L'Oréal - Dallas, TX

Full-time - Entry Level

Dallas, TX

Health and Personal Care Retailers

About the position

In this role, the Administrative Assistant will work closely with the Director of Physical Flows at L'Oréal USA North America, specifically within the Dallas Distribution division. The primary focus will be on managing timekeeping systems, submitting daily reports, preparing purchase orders, and overseeing the receipt of goods. The candidate will also be responsible for working with budgets related to both expense and capital purchases, scheduling appointments, making travel arrangements, coordinating meals and celebrations, and maintaining visibility to the vacation calendar. This position requires a high level of organization and the ability to manage multiple priorities while handling confidential information and relating exceptionally well with all employees. The Administrative Assistant will be tasked with daily management of employee time, ensuring that all hours are coded accurately and that timekeeping for payroll is completed weekly in a timely manner. This includes weekly and end-of-month reporting, as well as supporting nonexempt employees to ensure proper management of the vacation calendar. The role also involves facilitating requests for contingent labor and reconciling timekeeping for such labor, distributing safety shoe and glasses vouchers, and obtaining necessary packaging supplies, office supplies, and personal protective equipment (PPE). Additionally, the candidate will manage department expenses and capital purchase orders (POs), which includes submitting POs for approval, logging expenses, and working with the accounts payable team to ensure timely payment to suppliers. General administrative duties will also be part of the role, such as handling telephone calls, organizing files, maintaining a clean workspace, and managing the department supply room. The Administrative Assistant will plan and coordinate visits, meals, and events, ensuring that all necessary arrangements are made for attendees, including PPE and conference room bookings. The ability to work effectively with vendors and maintain supplies for community leased equipment is also essential, as is the responsibility for purchasing and stocking general supplies while ensuring a safe and tidy work environment.

Responsibilities

• Manage employee timekeeping systems and ensure accurate coding of hours.
• Complete weekly payroll timekeeping in a timely manner.
• Prepare weekly and end-of-month reports related to timekeeping and payroll.
• Support nonexempt employees with vacation calendar management.
• Facilitate requests for contingent labor and reconcile timekeeping for such labor.
• Distribute safety shoe and glasses vouchers to employees.
• Obtain packaging supplies, office supplies, and PPE as needed.
• Manage department expenses and capital purchase orders, including submitting POs for approval and logging expenses.
• Handle general administrative duties such as answering phone calls and organizing files.
• Plan and coordinate meals and events for visitors and employees, including organizing conference rooms and attendee PPE.
• Work effectively with vendors and maintain supplies for community leased equipment.

Requirements

• High School Diploma required.
• Intermediate level computer skills in Microsoft Excel, Word, and Outlook.
• Excellent verbal and written communication skills with all levels of management.
• Strong analytical, organizational, and interpersonal skills.

Nice-to-haves

• Secretarial school or college degree preferred.
• Minimum of two years applicable experience within a logistics or administration environment preferred.
• BA/BS Degree in Liberal Arts or Business preferred.

Benefits

• Competitive Benefit Package (Medical, Dental, Vision, 401K, Pension Plan)
• Flexible Time Off (Paid Company Holidays, Paid Vacation, Vacation Buy Program, Volunteer Time, Summer Fridays & More!)
• Access to Company Perks (VIP Access to L'Oréal's Internal Shop for Discounted Products, Monthly Mobile Allowance)
• Learning & Development Opportunities (Unlimited Access to E-learnings, Lunch & Learn Sessions, Mentorship Programs, & More!)
• Employee Resource Groups (Think Tanks and Innovation Squads)
• Access to Mental Health & Wellness Programs