Executive Assistant, Loss Prevention- Ulta Beauty

Company: Ulta Beauty
Location: Bolingbrook
Posted on: September 24, 2022

Job Description:

OVERVIEW

Be a part of an exceptional team that leads company shrink mitigation and safety initiatives while keeping our Guests, Associates, and Communities at the center of everything they do. The face of retail is constantly changing, and this agile team is at the forefront of the latest Loss Prevention technology and analytical tools that help protect company assets every day. Through operational excellence, innovation, and collaboration, the Loss Prevention team is exceptional at quickly designing and implementing innovative new solutions for diverse Loss Prevention challenges while simultaneously building strong partnerships across Human Resources, Stores Operations, Supply Chain, and Compliance teams. Do you enjoy investigating company profitability opportunities? Are you a proactive critical thinker who loves executing a strategic business plan? Then consider joining the Loss Prevention team today! THE IMPACT YOU CAN HAVE: The Executive Administrative Assistant, Loss Prevention is responsible for performing various levels of administrative duties for the Vice President, Loss Prevention and Safety, Directors, Loss Prevention and the Loss Prevention Team.Manages the executives schedule including arranging recurring appointments, planning and arranging travel, scheduling internal and external meetings, conference calls and nationwide industry conferences. Responsible for specific regular work products including: Real Estate Committee preparation, New Store reporting, Store Shrink Awards, Policy and Procedure updates, Think Shrink and Safety Bulletins and other projects as needed.This role requires the ability to conduct analysis, use independent judgment, make decisions on behalf of Vice President and Loss Prevention leaders and provide WOW experiences to our internal and external customers.The Executive Assistant possesses strong working knowledge of various policies and procedures and is often called upon to interpret and communicate the executives intent to other managers. In all we do, we strive to uphold the company s values in which we win together, give wow experiences, improve always, do what s right and, love what we do, champion diversity and own what we do. YOU'LL ACCOMPLISH THESE GOALS BY:

• Coordinating Vice President s schedule including internal and external meetings, appointments, conference calls, 1:1s, team meetings etc.
• Arranges and coordinates all business travel including expense tracking for VP, Sr. Director & LP ghost account.
• Maintaining all confidential material relevant to loss prevention and safety operations.
• Screening VP s phone calls, distributing incoming mail and preparing documents for meetings (including agendas, presentations and supporting documentation).
• Coordinating department meetings; arranges the use of conference rooms and use of outside facilities.
• Managing and coordinating annual Loss Prevention Conference for +100 attendees and various Leadership meetings including location selection, cost negotiations, onsite & offsite dinners,audio visual contracts, refreshments, scheduling speakers, materials and agenda.
• Preparing all participant travel and lodging.
• Prepares and sends follow up notes, pictures and surveys toparticipants at the conclusion of the meeting.
• Arranging LP Office Team functions which drive inclusion and support our culture initiatives.
• Maintaining department documents (including phone list, address list and birthday listing).
• Creating and distributing Shrink Awards for all stores that reach their Shrink Goal monthly.
• Partnering with Communications to ensure all winners are posted.Performs Cap Index Analysis and prepares reporting for VP to prepare for Real Estate Committee (REC). Post REC collates information and distributes approved NEW Stores LP Attributes toConstruction, Real Estate Decision Makers and Loss Prevention Leadership.
• Responsible for the full lifecycle of Loss Prevention new associate onboarding. This key project sets each newly hired/promoted associate up for success and includes: contacting newassociate, arranging travel, obtaining P card, ordering business cards and requesting iPad, laptop and access to various programs. In addition, develops and coordinates scheduling of allonboarding meetings with pertinent business partners and Loss Prevention Team members, escorting associate to meetings, and providing LP new hire documents and contact sheetscreated for their particular area.
• Supports asset recovery for separated field associates including: forwarding equipment boxes, tracking returned equipment and access removal.
• Prepare monthly shrink and safety bulletins for Stores and Distribution Centers.
• Working with the Communications Team to post on UltaNet.
• Reviews, wordsmiths and formats SOP's with the LP and Store Ops Communication Team.
• Partners with the Communications Team to post on UltaNet.Updates LP SharePoint site with associate phone list, PTO Calendar, department announcements, team photos and other pertinent information for the team.
• Manages Loss Prevention Team and Loss Prevention Field Team Distribution lists.
• Serves as a contact to people inside and outside the company.
• Collaborates with various associates and departments in collating data, preparing special projects, updates and reports
• Creating correspondence for internal and external audiences.
• Prepares presentation materials for company meetings and board meetings.
• Places Staples orders for office team for special projects or items not provided by facilities.
• Other special projects as assigned by supervisor THE ESSENTIALS FOR SUCCESS:
  • 7 -10 yrs. relevant work experience or equivalent combination of education and relevant work experience.
  • Exceptional knowledge of administrative practices and procedures.
  • Excellent communication and interpersonal skills.
  • Strong knowledge of presentation and spreadsheet software (Excel, PowerPoint and Word).
  • Professional appearance and presentation.
  • Ability to handle the highest level of confidential information.
  • Detail oriented.
  • Ability to handle multiple tasks at one time including managing multiple clients and deadlines.
  • Takes a problem solving and helpful approach to position and dealing with others.WORKING CONDITIONS
    • Normal office demands
    • Local travel for off-site departmental meetings including Downtown Chicago office
    • Occasional early morning and late evening hours for off-site departmental meeting.#LI-JB2#LI-Hybrid
      ABOUT
      
      At Ulta Beauty (NASDAQ: ULTA), the possibilities are beautiful. Ulta Beauty is the largest North American beauty retailer and the premier beauty destination for cosmetics, fragrance, skin care products, hair care products and salon services. We bring possibilities to life through the power of beauty each and every day in our stores and online with more than 25,000 products from approximately 500 well-established and emerging beauty brands across all categories and price points, including Ulta Beauty s own private label. Ulta Beauty also offers a full-service salon in every store featuring hair, skin, brow, and make-up services. We will consider for employment all qualified applicants, including those with arrest records, conviction records, or other criminal histories, in a manner consistent with the requirements of any applicable state and local laws, including the City of Los Angeles Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York City Fair Chance Act. Associated topics: brand, communications, digital, invest, leveraging, media, needs, promo, roi, strategic

Keywords: Ulta Beauty, Bolingbrook , Executive Assistant, Loss Prevention- Ulta Beauty, Other , Bolingbrook, Illinois