Sr. Admin Assistant - Finance, Ops, & IT - Europe

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Gen Admin
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JOB PURPOSE    

Initiates and facilitates communication and processes with internal departments and regional subsidiaries to gather, analyze, and exchange information on behalf of the Regional Finance, Operations & IT team.  Utilizes independent judgment and awareness of the Mary Kay business model and each EU subsidiary to perform analyses, identify areas of concern and summarize findings.  Works directly with subsidiaries to resolve problems related to reports analyzed and escalates to management as necessary. 

ESSENTIAL DUTIES AND RESPONSIBILITIES     

  1. Produces monthly Market financial reports (Hyperion).  Reviews and coordinates approvals for monthly PRISS invoices in coordination with UK Finance to present to Treasury for payment. Publishes weekly SMA (Subsidiary Management Assessment) statuses per Europe Markets to Region Team. Maintains tracking of Finance Academy (now MK Academy) usage and licenses for Region Finance Team and Market leaders.
  2. Reviews subsidiary country leaders’ expense reports to guarantee company guidelines are followed, expenses are appropriate, and obtains approvals from Region VP and Region President.
  3. Acts independently to disseminate information.  Responds to inquiries ranging from basic to complex in nature.  Provides assistance to Region VP and Team Members for day-to-day requests (i.e. org charts, region policies, procedures and forms, region team schedules, travel details, flight schedules, visa requirements, filing of monthly expense reports and presentations).
  4. Creates ad hoc PowerPoint presentations and conducts basic analysis in Excel, as needed and requested.
  5. Maintains calendar and schedules complex meetings without approval of 1 Vice President (and as requested for 1 Manager). Prepares VP’s weekly Tenrox timesheets for VP approval.
  6. Coordinates and manages conferences and regional team meetings in and outside of the US.  Coordinates with Country Leader’s assistant/personnel regarding negotiations with Hotels and Conference Centers outside of the US for review meetings and region conferences.  Coordinates and pre-arranges conference rooms, audio-visual equipment, meals, transportation arrangements, hotel accommodations and event welcome gifts with internal and external vendors. Volunteers at US Seminar during Europe Market attendance weeks, as well as providing administrative support to Europe Region President while at Dallas seminar.
  7. Coordinates and schedules large meetings:  Quarterly Finance Review, Quarterly Operations calls; and August Business Review calls with each Europe market (10 calls over 2 week period).
  8. As requested, coordinates travel arrangements with MK Travel, confirms visa status and prepares itineraries.
  9. Maintains office supplies and departmental files.
  10. Create a Region and Corporate team assimilation plan for new market based functional leaders. Proactively assists international offices with travel details for visitors to Dallas, which include hotel accommodations, transportation arrangements and invitation letters.
  11. Answers, screens, and directs calls. Resolves routine and non-routine inquiries.
  12. Manages various requests on behalf of international offices requiring signatures or additional documentation.
  13. Coordinates monthly team celebrations and quarterly teambuilding events.
  14. Maintains business continuity plan, updates team org chart in SharePoint, and coordinates annual holiday cards and recipient list to corporate partners, Region Team and Markets.

KNOWLEDGE, SKILLS AND ABILITIES

Education: High school diploma/degree or equivalent required. College education a plus

Experience: Seven plus years of administrative office experience.

  • Must be solution-oriented and possess analytical and problem-solving skills.
  • Must possess the ability to independently review and analyze spreadsheet models of various information to develop conclusions and summaries.
  • Must be highly proficient with all components of Microsoft Office. Advanced skill level is required to perform such tasks as linking and embedding files, using if/then statements, advanced formulas for complex processing, and otherwise manipulating data for ease of analysis and understanding.
  • Must be willing and able to learn Tenrox program (a time-keeping program) knowledge and able to interact with the International Billing department to continuously maintain and assist in upgrading the system on a timely basis.
  • Strong communication and interpersonal skills required to effectively communicate with international markets, internal departments across the Company, as well as with many levels within the organization and conduct business with outside vendors. Must be extremely organized, detail-oriented, and capable of handling multiple projects simultaneously and ensure timelines are met.
  • Must possess the tact and maturity to communicate effectively at the appropriate level from the most senior executive to the most junior entry level position.
  • Must be able to display maturity and professionalism when dealing with extremely confidential or sensitive information or interacting with executives.
  • Must be knowledgeable of Company business and policies to be able to apply knowledge to daily interactions/situations to source information and respond to inquiries or adhere to timelines.
  • Must be able to handle multiple projects at one time and proactively follow up to ensure timelines are met.

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

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