Regional Administrative Assistant

OVERVIEW

Discover greater levels of performance. With over 1,200 stores throughout the U.S., Ulta Beauty is revolutionizing the beauty retail experience. With new stores coming online on a continual basis and the re-engineering of existing locations with the latest design and technological advancements for heightened guest experiences, we’re not just growing, we’re thriving. Through consistent innovation and a bold commitment to reimagination.

If you want the opportunity to build something strategic, to take ownership of your career trajectory, to apply your passion to operational excellence, Ulta Beauty provides the kind of stability and support few organizations can match. So be curious. Be flexible. Be more than you thought possible
. The future is yours at Ulta Beauty.

The Regional Administrative Assistant provides direct support to 2-3 Regional Vice Presidents, delivering high-level administrative and operational coordination across a dynamic field organization.

Providing limited support to the region’s District Managers & Area Managers as applicable. Responsibilities include calendar management, planning and booking RVP travel, expense report processing and approving, various reporting requests based on RVP need. The Regional Administrative Assistant will also assist in the on-boarding process and coordinate travel arrangements of new hire/promoted field leadership.

This is a non-exempt, hourly position with the expectation of maintaining core business hours from 8:00am-5:00pm PST.

• Manage and coordinate complex travel arrangements and itineraries for assigned RVPs, ensuring seamless execution and alignment with business priorities.
• Own the development and maintenance of weekly travel agendas for RVPs, partnering closely with District Managers to align on site visits, meetings, and field priorities.
• Update and maintain RVP travel schedules and calendars, with a proactive approach to scheduling meetings, reoccurring touch bases, and time-sensitive priorities.
• Ensure calendars remain current, organized, and optimized for visibility and effectiveness across the leadership team.
• Retrieve, create, and distribute limited reporting, partnering closely with regional and corporate stakeholders to ensure accuracy and alignment with business needs.
• Draft professional correspondence and communication on behalf of the RVPs, maintaining a consistent and executive-level tone.
• Manage and submit expense reports for assigned RVPs, ensuring timely reconciliation in compliance with company policies.
• Maintain electronic documentation and organizational systems, including updating and managing RVP One Note files and maintaining Regional Teams channels to ensure information is accurate, accessible, and up to date.
• Coordinate access management for new and transitioning leaders, including submitting system access requests for new or promoted District and Area Managers (internal and external), and initiating removal of access for departing employees.
• Exercise sound judgment and discretion when managing confidential information and making decisions on behalf of RVPs.
• Support ad hoc tasks and special projects as needed, remaining adaptable to the evolving needs of the region and leadership team.
• Support with Store Operation Compliance (Region level payroll adjustments, weekly district support partner updates, Holiday exception hours, Capital expense requests).

• 2-3 years of administrative assistant or similar experience required.
• Microsoft Computer skills necessary. Includes intermediate experience with Microsoft Suite (Outlook, Excel, Power Point, Word, Teams, One Note).
• Some college preferred but not required.

• Strong interpersonal skills including exceptional written and oral communication skills.
• Solid analytical skills and communication skills.
• Ability to maintain confidential information.
• Ability to handle multiple tasks at one time.
• Demonstrate flexibility in communication style with the ability to adapt tone and approach based on audience, platform and urgency.
• Ability to thrive in a fast paced, dynamic environment with…