Receptionist/Administrative Support

Position Summary:

This person will support the Saddle Brook, NJ office, ensuring a productive, efficient, and well-organized environment. This role supports the NA CEO/Global CFO and employees by coordinating administrative functions, managing office resources, streamlining processes, and serving as a key point of contact for internal and external partners.

This person will also manage calendar scheduling and management, expense reports, travel plans, as well as the day-to-day office support functions such as office supply levels, mail, packages, IT equipment, sample room closet, and greeting visitors.

Essential Functions:

• Greet and assist visitors, ensuring exceptional customer service and a positive first impression.
• Lead all office clerical duties including answering phone calls and emails, and manage daily correspondence (e-mail, letters, packages, etc.).
• Track and maintain adequate stock levels of office and kitchen supplies and place orders when necessary.
• Manage agendas, travel arrangements and meetings for CEO/CFO; calendar invites and reserving of conference rooms.
• Provide administrative support to certain Executive team members including submitting expense reports and in office team meetings.
• Lead and project manage office events including planning design and production while managing all project delivering elements within time limits. Organize facilities and manage all event details such as décor, catering, transportation (if applicable) and equipment/promotional materials as required.
• Partner with the Sales team to organize and manage the sample closet.
• Obtain accurate information to comply with USPS guidelines and for submitting all requests to Post Office for approval.
• Serve as primary contact with company’s IT department to obtain information on administrative/ telecommunication issues and handling paperwork for purchasing office supply equipment (i.e., computer, printers, etc.).
• Act as liaison between the Company’s IT department and Saddlebrook employees to resolve issues with office computers, printers, telephones, video conferencing equipment and assist with installation of computers. Also helps New York office employees by correcting minor computer, printer, fax, and telephone problems.
• Partner with Human Resources with new hire sign-up, new employee orientation, benefits, open enrollment activities, etc.
• Support the CEO/CFO on any ad hoc projects.
• Provide administrative support to cross-functional teams as needed.

Qualifications:

• Outstanding communication and interpersonal skills
• Excellent organizational and leadership skills
• Ability to multi-task projects
• Problem-Solving skills: Strong judgment, ability to anticipate needs, resolve issues quickly, and make effective decisions.
• Time Management skills: Efficient in planning, scheduling, and meeting deadlines.
• Attention to Detail: Ensures accuracy in documents, processes, ordering, and recordkeeping.
• Familiarity with office management procedures
• Strong knowledge of MS Office (Word, Excel, PowerPoint, Outlook, etc.) and office management software a plus.
• Must be able to operate office equipment like printers, fax machines, postage machine, videoconferencing equipment, and copiers.
• Ability to be in person, in Saddle Brook, NJ 5 days/week.

Professional Qualifications:

• Prior experience in office management, administration, or executive support.
• Knowledge of office operations, facilities coordination, or vendor management.
• Basic understanding of budgeting, purchasing, and expense control.
• Ability to handle confidential information with discretion.
• Experience supporting HR or IT functions.

Education/Experience:

1. Minimum of high school diploma or equivalent. College degree preferred.
2. Minimum two (2) years administrative and managerial responsibilities.

*Arcade Beauty is an Equal Opportunity Employer*