Administrative Assistant - Colgate-Palmolive
Piscataway, NJ
About the Job
No Relocation Assistance Offered
Job Number #164376 - Piscataway, New Jersey, United States
Who We Are
Colgate-Palmolive Company is a global consumer products company operating in over 200 countries specializing in Oral Care, Personal Care, Home Care, Skin Care, and Pet Nutrition. Our products are trusted in more households than any other brand in the world, making us a household name!
Join Colgate-Palmolive, a caring, innovative growth company reimagining a healthier future for people, their pets, and our planet. Guided by our core values—Caring, Inclusive, and Courageous—we foster a culture that inspires our people to achieve common goals. Together, let's build a brighter, healthier future for all.
This role will primarily support the EVPs of Skin Health, Personal & Home Care R&D, Oral Care R&D and Sr. VP of Flavor & Fragrances and their Teams with responsibility to support the three VPs w. Calendars Management, Travel, Expense Reporting, Event presentations (i.e. End of the Year Awards) & the extended members with general administrative duties such as meeting planning & execution, driven samples and travel.
The role entails varied administrative work applying judgment and in-depth knowledge of organization and policies/procedures, department's activities, terminology, customers, and interdependencies within the company. The administrative assistant takes action authorized during Manager's absence and uses initiative and judgment to see matters requiring attention are handled properly and anticipates when changes in workflow are vital implementing creative solutions. The position may direct other support staff members. Their handling of confidential data requires extreme sensitivity and all disclosures require discretion. The position approaches work by anticipating the needs of customers by demonstrating a high level of initiative, and consistently contributes to departmental activities. This role is recognized across the Company as an expert in the administrative field.
Main responsibilities:
+ Independently prepares responses and/or takes appropriate action. Advises manager of actions taken/responses made (e.g. cc: Manager on e-mail). Screens/prioritizes/directs and archives mail and email for handling and archives appropriately Flags and /or highlights important information and takes action by forwarding on to appropriate parties for resolution.
+ Follows -up on pending mail/email.
+ Provides administrative support for onsite meetings to include meeting planning & logistical coordination with people from multiple locations and/or functions.
+ Tracks and coordinates calendars for one or more individuals and schedules meetings.
+ Provide meeting planning and logistical coordination for committees that principal managers lead.
+ Provides comprehensive administrative support before, during, and after large conference meetings.
+ Frequently coordinates meetings with people from multiple locations for off-site meetings.
+ Communicate clearly and effectively in verbal, written and electronic media Initiates and composes both routine (schedules, letters, memos, e-mails) and non-routine correspondence (surveys, minutes, project plans, announcements and continuous improvement ideas) with significant narrative.
+ Creates and/or edit presentations including formats, layouts, and content with attention to details and minimal supervision Influences presentation approach and plays a significant role in the development of the final "product" for department members.
+ Independently responds to and follow-ups on request for information based upon acquired knowledge of department/area.
+ Compiles reports and/or information from internal/external sources which require research and knowledge of the organization (e.g. extracting information from intranet/internet to obtain relevant data for the department).
+ Shares critical information with discretion and keeps others informed within department Scanning/copying documents are done correctly for distribution Updates and distributes organization charts as needed
+ Frequently arranges international travel and coordinates travel arrangements for multiple individuals.
+ Independently prepares travel itineraries.
+ Prepares travel expense reports for principal managers with minimal supervision Manage visa requests.
+ Manages multiple projects and events as needed across both Global Technology and Global Technology Human Resources.
+ Takes initiative to simplify systems and processes to eliminate unnecessary work.
+ Mentors others, leads meetings, task forces, or projects.
+ Contributes to teamwork and development of others by giving informal feedback and coaching. Creates and uses informal networks to gain support and get things done.
+ Supports departmental budgets. Codes and monitors expenses to budget, resolves budget discrepancies and informs the Manager of action taken.
+ Runs SAP budget reports if necessary Demonstrates basic knowledge of the department budget and is mindful of budget constraints/availability, reallocates budget line items and may reconcile department LE.
Basic qualifications required:
High School Diploma or higher degree.
Minimum of 5 years of administrative experience.
Strong project management skills Ability to prioritize own work demands Intermediate technical skills of administrative software (such as, Google Suite, Microsoft Suite, Concur, Ebuy, etc) Aptitude to learn new software.
Self-starter.
Experience working for multiple managers Ability to work overtime occasionally as needed.
Compensation and Benefits
Salary Range $49.600,00 - $75.000,00 USD
Pay is determined based on experience, qualifications, and location. Salaried employees may also be eligible for discretionary bonuses, profit-sharing, and long-term incentives for Executive-level roles.
Benefits: Salaried employees enjoy a comprehensive benefits package, including medical, dental, vision, basic life insurance, paid parental leave, disability coverage, and participation in the 401(k) retirement plan with company matching contributions subject to eligibility requirements. Additional benefits include a minimum of 15 vacation/PTO days (hourly employees receive a minimum of 120 hours) and 13 paid holidays (vacation days are prorated based on the employee's hire date within the calendar year). Paid sick leave is adjusted based on role and location in accordance with local laws. Detailed information regarding paid sick leave entitlements will be provided to employees upon hiring and may be subject to adjustments based on changes in legislation or company policies.
Our Commitment to Diversity, Equity & Inclusion
Achieving our purpose starts with our people — ensuring our workforce represents the people and communities we serve —and creating an environment where our people feel they belong; where we can be our authentic selves, feel treated with respect and have the support of leadership to impact the business in a meaningful way.
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.
Reasonable accommodation during the application process is available for persons with disabilities. Please complete this request form (https://docs.google.com/forms/d/e/1FAIpQLSdaxk_eF4utznQoVHlxmL9jVFJbOkM4Oe5CAdKOg-h9EPdLfg/viewform) should you require accommodation.
For additional Colgate terms and conditions, please click here (https://www.colgatepalmolive.com/content/dam/cp-sites/corporate/corporate/en_us/corp/locale-assets/pdf/colgate-terms-and-conditions-2023.pdf) .
#LI-Hybrid
Job Number #164376 - Piscataway, New Jersey, United States
Who We Are
Colgate-Palmolive Company is a global consumer products company operating in over 200 countries specializing in Oral Care, Personal Care, Home Care, Skin Care, and Pet Nutrition. Our products are trusted in more households than any other brand in the world, making us a household name!
Join Colgate-Palmolive, a caring, innovative growth company reimagining a healthier future for people, their pets, and our planet. Guided by our core values—Caring, Inclusive, and Courageous—we foster a culture that inspires our people to achieve common goals. Together, let's build a brighter, healthier future for all.
This role will primarily support the EVPs of Skin Health, Personal & Home Care R&D, Oral Care R&D and Sr. VP of Flavor & Fragrances and their Teams with responsibility to support the three VPs w. Calendars Management, Travel, Expense Reporting, Event presentations (i.e. End of the Year Awards) & the extended members with general administrative duties such as meeting planning & execution, driven samples and travel.
The role entails varied administrative work applying judgment and in-depth knowledge of organization and policies/procedures, department's activities, terminology, customers, and interdependencies within the company. The administrative assistant takes action authorized during Manager's absence and uses initiative and judgment to see matters requiring attention are handled properly and anticipates when changes in workflow are vital implementing creative solutions. The position may direct other support staff members. Their handling of confidential data requires extreme sensitivity and all disclosures require discretion. The position approaches work by anticipating the needs of customers by demonstrating a high level of initiative, and consistently contributes to departmental activities. This role is recognized across the Company as an expert in the administrative field.
Main responsibilities:
+ Independently prepares responses and/or takes appropriate action. Advises manager of actions taken/responses made (e.g. cc: Manager on e-mail). Screens/prioritizes/directs and archives mail and email for handling and archives appropriately Flags and /or highlights important information and takes action by forwarding on to appropriate parties for resolution.
+ Follows -up on pending mail/email.
+ Provides administrative support for onsite meetings to include meeting planning & logistical coordination with people from multiple locations and/or functions.
+ Tracks and coordinates calendars for one or more individuals and schedules meetings.
+ Provide meeting planning and logistical coordination for committees that principal managers lead.
+ Provides comprehensive administrative support before, during, and after large conference meetings.
+ Frequently coordinates meetings with people from multiple locations for off-site meetings.
+ Communicate clearly and effectively in verbal, written and electronic media Initiates and composes both routine (schedules, letters, memos, e-mails) and non-routine correspondence (surveys, minutes, project plans, announcements and continuous improvement ideas) with significant narrative.
+ Creates and/or edit presentations including formats, layouts, and content with attention to details and minimal supervision Influences presentation approach and plays a significant role in the development of the final "product" for department members.
+ Independently responds to and follow-ups on request for information based upon acquired knowledge of department/area.
+ Compiles reports and/or information from internal/external sources which require research and knowledge of the organization (e.g. extracting information from intranet/internet to obtain relevant data for the department).
+ Shares critical information with discretion and keeps others informed within department Scanning/copying documents are done correctly for distribution Updates and distributes organization charts as needed
+ Frequently arranges international travel and coordinates travel arrangements for multiple individuals.
+ Independently prepares travel itineraries.
+ Prepares travel expense reports for principal managers with minimal supervision Manage visa requests.
+ Manages multiple projects and events as needed across both Global Technology and Global Technology Human Resources.
+ Takes initiative to simplify systems and processes to eliminate unnecessary work.
+ Mentors others, leads meetings, task forces, or projects.
+ Contributes to teamwork and development of others by giving informal feedback and coaching. Creates and uses informal networks to gain support and get things done.
+ Supports departmental budgets. Codes and monitors expenses to budget, resolves budget discrepancies and informs the Manager of action taken.
+ Runs SAP budget reports if necessary Demonstrates basic knowledge of the department budget and is mindful of budget constraints/availability, reallocates budget line items and may reconcile department LE.
Basic qualifications required:
High School Diploma or higher degree.
Minimum of 5 years of administrative experience.
Strong project management skills Ability to prioritize own work demands Intermediate technical skills of administrative software (such as, Google Suite, Microsoft Suite, Concur, Ebuy, etc) Aptitude to learn new software.
Self-starter.
Experience working for multiple managers Ability to work overtime occasionally as needed.
Compensation and Benefits
Salary Range $49.600,00 - $75.000,00 USD
Pay is determined based on experience, qualifications, and location. Salaried employees may also be eligible for discretionary bonuses, profit-sharing, and long-term incentives for Executive-level roles.
Benefits: Salaried employees enjoy a comprehensive benefits package, including medical, dental, vision, basic life insurance, paid parental leave, disability coverage, and participation in the 401(k) retirement plan with company matching contributions subject to eligibility requirements. Additional benefits include a minimum of 15 vacation/PTO days (hourly employees receive a minimum of 120 hours) and 13 paid holidays (vacation days are prorated based on the employee's hire date within the calendar year). Paid sick leave is adjusted based on role and location in accordance with local laws. Detailed information regarding paid sick leave entitlements will be provided to employees upon hiring and may be subject to adjustments based on changes in legislation or company policies.
Our Commitment to Diversity, Equity & Inclusion
Achieving our purpose starts with our people — ensuring our workforce represents the people and communities we serve —and creating an environment where our people feel they belong; where we can be our authentic selves, feel treated with respect and have the support of leadership to impact the business in a meaningful way.
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.
Reasonable accommodation during the application process is available for persons with disabilities. Please complete this request form (https://docs.google.com/forms/d/e/1FAIpQLSdaxk_eF4utznQoVHlxmL9jVFJbOkM4Oe5CAdKOg-h9EPdLfg/viewform) should you require accommodation.
For additional Colgate terms and conditions, please click here (https://www.colgatepalmolive.com/content/dam/cp-sites/corporate/corporate/en_us/corp/locale-assets/pdf/colgate-terms-and-conditions-2023.pdf) .
#LI-Hybrid
Source : Colgate-Palmolive