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Established in 1806 as a small soap and candle business in New York City, Colgate-Palmolive is now a truly global company with products sold in over 200 countries and territories under such internationally recognized brand names as Colgate, Palmolive, Softsoap, Irish Spring, Protex, Sorriso, Kolynos, elmex, Tom's of Maine, Sanex, Ajax, Axion, Soupline, Haci Sakir, Suavitel, PCA SKIN, EltaMD, Filorga and Hello as well as Hill's Science Diet and Hill's Prescription Diet.

Colgate-Palmolive is a leading consumer products company that serves hundreds of millions of consumers worldwide with brands and products across four core businesses – Oral Care, Personal Care, Home Care and Pet Nutrition. We are committed to offering products that make lives healthier and more enjoyable, and programs that enrich communities around the world.

Every day millions of people trust our products to care for themselves and the ones they love. Our goal is to use our technology to create products that will continue to improve the quality of life for our consumers wherever they live.

A career at Colgate-Palmolive is an excellent opportunity if you seek a global experience, constant challenge, and development opportunities in an environment that respects work/life effectiveness.

Job Title:  Administrative Assistant

Travel Required?:  No Travel
Date:  Nov 4, 2022
Partial remote working option

No Relocation Assistance Offered
# 145820 - New York, New York, United States

Do you want to come to work with a smile and leave with one as well? In between those smiles, your day consists of working in a global organization, continually learning and collaborating, having stimulating discussions, and making impactful contributions!

 

If this is how you see your career, Colgate is the place to be!

 

Our dependable household brands, dedicated employees, and sustainability commitments make us a company passionate about building a future to smile about for our employees, consumers, and surrounding communities. The pride in our brand fuels a workplace that encourages creative thinking, champions experimentation, and promotes authenticity which has contributed to our enduring success.

 

If you want to work for a company that lives by their values, then give your career a reason to smile...every single day.

 

What you will do: 

 

Performs varied administrative work applying judgment and in-depth knowledge of organization and policies/procedures. Plans own work with some supervision to address the business needs of multiple managers. Anticipates needs of customers, demonstrates initiative, and adds value to department’s activities. Takes initiative to make changes in workflow and implements as needed. Confidentiality of data requires extreme sensitivity and all disclosures require discretion.

 

The responsibilities include but are not limited to the following:

 

Mail: 

  • Screens/prioritizes/directs mail for handling and archives appropriately

  • Flags and /or highlights important information and takes action by forwarding it to appropriate parties for resolution.

  • Follows -up on pending mail TRAVEL

  • Arranges domestic and international travel for simple and complex trips which may include several destinations

  • Utilizes the Internet to research information such as locations and obtain directions as it relates to supporting travel itineraries.

  • Independently prepares travel itineraries including all key contact names and numbers

  • Prepares travel expense reports for principal managers with minimal supervision.

  • Manage visa requests by sending all relevant information to secure required documentation one week prior to departure date

 

Meetings: 

 

  • Provides administrative support for onsite meetings to include meeting planning & logistical coordination with people from multiple locations and/or functions

  • Provide meeting planning and logistical coordination for committees that principal managers lead

  • Frequently coordinates meetings with people from multiple locations for off-site meetings. May be required to be physically present to provide administrative assistance at off-site meetings

  • Troubleshoots equipment issues in conference rooms prior to and during any meetings

  • Adept at coordinating meetings using existing and new technologies

  • Catering/ lunch voucher distribution, room set up verification, and helping to prepare for special room set up when we have Customer visit or other special events BUDGET

  • Demonstrates basic knowledge of the department budget and is mindful of budget constraints/availability

  • Codes and monitors budget expenses monthly and informs manager of discrepancies. Runs SAP budget reports if necessary

  • Creates and/or processes all invoices and purchase orders via Ebuy in a timely fashion and troubleshoot any issues in a timely fashion.

  • Sets up vendors in the Ebuy system

 

Communications: 

 

  • Creates and/or edit presentations including formats, layouts, and content with attention to details and minimal supervision

  • Composes both routine and non-routine correspondence (e.g. minutes, announcements) with attention to details and minimal supervision

  • Independently responds to and follow-ups on request for information based upon acquired knowledge of department, shares information and keeps others informed within department

  • Scanning/copying documents are done correctly for distribution

  • Updates and distributes organization charts as needed

  • Maintains google distribution lists and groups

 

Purchase Orders: 

 

  • Create & Manage all PO’s for North America Media, Insights, Agency Fees, Production. & eCommerce. Responsibilities include:

  • Create, review and issue PO’s & ensure requestor is utilizing the correct budget codes Complete Good Receipts for all invoices

  • Meet with internal & external partners around Troubleshooting where necessary - examples include:

  • Resolve PO’s & Invoice issues as needed:

  • Raise tickets in the system,reject invoices, transfer PO’s, submit change order requests where needed, identify invoice issues –over invoicing,

  • Goods Receipt/ Invoice Received discrepancies, CARS requests, etc (Must follow through to resolution and inform internal and external partners of progress)

  • Provide assistance in documenting departmental processes/ how to and cheat sheet instructional guides.

  • Provide training on policies, coding, and best practices OTHERS

  • Maintenance of product closet : ordering, sorting, keeping up inventory

  • Coordinates floor plan updates under advisory from Human Resources and business leaders

  • Orders laptops for new hires

  • Orders computer equipment for their assigned groups

  • Maintain email groups / google groups

  • Facilitates the return of department provided IT peripherals (printers, monitors, etc)

  • Submit exit requests to have desks cleared for terminated employees

  • Coordinate administrative support for Marketing Meetings

  • New hire gifts

  • Building tours for new employees

  • Yearly calendar to include ○ engagement ○ LT travel and vacation ○ goal alignment ○ mid year review ○ budget review

 

Qualifications

 

  • High School Diploma or GED (Bachelor's Degree preferred)

  • Minimum three years of experience with previous executive / high level administrative support experience

  • Demonstrated proficiency using G SUITE products (gmail, sheets, docs, slides, google meet, etc) ; Concur expense management system; AMEX travel management system; as well as an aptitude to learn other programs as required

  • Adept at coordinating meetings using existing and new technologies

  • Ability to interface with high level executives

  • Proven project management skills

  • Proven continuous improvement and documentation skills

  • Ability to manage in a fast paced, high volume environment

  • Ability to work under extreme pressure and deadlines if required

  • Displays a sense of urgency

  • Must be flexible and have the ability to multitask

  • Analytical capabilities and attention to detail

  • Collaborative nature and team spirit

  • Strong ability to prioritizes work demands

  • Self-starter, works well without detailed supervision

 

#LI-Hybrid

 

 

Salary Range $56,000 - $73,605 USD

Pay is based on several non discriminatory factors including but not limited to experience, education, skills and office location. In addition to your salary, Colgate-Palmolive offers a performance based bonus and competitive benefits package.

 

Equal Opportunity Employer
Colgate is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, ethnicity, age, disability, marital status, veteran status (United States positions), or any other characteristic protected by law.

Are you interested in working for Colgate-Palmolive? You can apply online and attach all relevant documents such as a cover letter and resume or CV. Applications received by e-mail are not considered in the selection process. Become part of our team. We look forward to your application.

Colgate-Palmolive is a leading global consumer products company, tightly focused on Oral Care, Personal Care, Home Care and Pet Nutrition. Colgate sells its products in over 200 countries and territories around the world under such internationally recognized brand names as Colgate, Palmolive, elmex, Tom’s of Maine, Sorriso, Speed Stick, Lady Speed Stick, Softsoap, Irish Spring, Protex, Sanex, Elta MD, PCA Skin, Ajax, Axion, Fabuloso, Soupline and Suavitel, as well as Hill’s Science Diet and Hill’s Prescription Diet. 

For more information about Colgate’s global business, visit the Company’s web site at http://www.colgatepalmolive.com. To learn more about Colgate Bright Smiles, Bright Futures® oral health education program, please visit http://www.colgatebsbf.com. To learn more about Hill's and the Hill’s Food, Shelter & Love program please visit http://www.hillspet.com. To learn more about Tom’s of Maine  please visit  http://www.tomsofmaine.com.

Reasonable accommodation during the application process is available for persons with disabilities. Please contact Application_Accommodation@colpal.com with the subject "Accommodation Request" should you require accommodation.


Nearest Major Market: Manhattan
Nearest Secondary Market: New York City

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