Admin Assistant US

Company Overview

Looking for a career where you can make a difference? At Mary Kay we are committed to enriching the lives of women and their families around the world, we offer careers with unlimited opportunities to do something beautiful every day. More than 5,000 employees work in locations around the world. They provide the products, marketing and other support to millions of Independent Beauty Consultants (IBCs) who work as independent contractors, selling our products directly to consumers in nearly 40 markets on five continents.

 We are a company that believes in our people and cares for them with truly exceptional benefits. We offer:

·         A comprehensive health plan which includes medical, dental, and vision with low premiums

·         401(k) plan

·         A generous profit-sharing program

·         Free access to on-site fitness center and on-site clinic

 JOB PURPOSE  

Performs secretarial/administrative duties to support departmental management. Requires detailed knowledge of the function and a good understanding of overall Company business and objectives.

 ESSENTIAL DUTIES AND RESPONSIBILITIES   

·         Supports the Manager/Director or department administratively with calendar management, expense reports, travel arrangements and itineraries, monthly Executive Summaries and staff meeting agendas and minutes. Also provides administrative support to departmental personnel. May perform miscellaneous duties such as providing notary services, maintaining department calendar and contacts, expense reports, department holiday party and other miscellaneous team building events, performing investigative research and resolving inquiries. Interacts with senior and mid-level management, Human Resources, international subsidiaries, Legal and outlying branches to research and respond to requests or department policy issues.

·         Answers, screens, and redirects phone calls as necessary. Takes messages as appropriate and offers solutions to non-routine inquiries, often requiring some research. Opens and prioritizes departmental mail and informs appropriate personnel of urgent or critical issues.

·         Composes correspondence of a non-routine nature in response to interoffice and outside inquiries, often requiring research. Types correspondence from handwritten notes or dictation deciding best format and/or layout to use.

·         Collects, organizes, interprets and summarizes data of various types into proper format, including creation of spreadsheets, for analysis by management personnel.

·         Assists in the annual preparation of the departmental budget by gathering information from previous year and providing year-end estimates of actual versus planned expenses to be analyzed for budget planning.

·         Typically tracks asset inventory for department; coordinates new asset purchases with IST, records capital expenditure purchases and reports to appropriate Mary Kay department when assets require maintenance, if under warranty, where they physically reside, if they are moved, etc.

·         May coordinate Records Management for department. Liaisons between Records Management department and own department management to establish schedule for retaining important corporate records; will oversee the maintenance and destruction per the schedule of on and offsite department records.

·         This job requires on-site work at a Mary Kay facility.