Administrative Assistant

Administrative Assistant | Global Beauty Company

Location: New York, NY (Hybrid: 4 days on-site at 767 Fifth Ave / 1 day remote)

Hours: Monday – Friday, 9:00 AM – 5:00 PM (35 hours/week, 1-hour unpaid lunch)

Position Type: Long-term Contract (Through 12/31/2026, with potential to extend or convert to permanent based on performance and business needs)

Start Date: ASAP

About the Role & The Partnership

Are you a dedicated administrative professional who takes immense pride in your craft? We are seeking a career-minded Administrative Assistant to serve as the ultimate operational anchor for the executive leadership team.

In this role, you will primarily support to three different leaders (VP level and above).

📌 Note to Candidates: This is a true career destination, not a stepping stone. We are specifically looking for an established administrative professional who loves this career path, wants to plant deep roots, and seeks to build a trusted, long-term executive partnership.

Key Responsibilities

• Calendar & Schedule Management: Expertly manage complex Outlook calendars, anticipating conflicts and prioritizing high-value meetings.
• Meeting Coordination: Organize materials, reserve conference rooms, and collaborate with Office Services for room setups, audio-visual needs, catering, and materials transport.
• Executive Liaison: Serve as the primary, professional point of contact between executives and internal/external stakeholders.
• Travel Logistics: Coordinate complex domestic and international travel arrangements, including flights, accommodations, ground logistics, and detailed itineraries.
• Expense & Financial Admin: Process and track expenses, reconcile reports, and ensure timely submission for corporate approvals.
• Correspondence & Documentation: Draft, proofread, and manage executive correspondence, presentations, and reports while handling highly confidential documents with total discretion.
• Operational Support: Manage office supplies, submit IT requests, and support special cross-functional projects and initiatives as needed.

Qualifications

• Experience & Mindset: Proven administrative experience with a clear desire to continue growing within the administrative profession. Comfort supporting multiple leaders with varying working styles is a must.
• Execution Skills: Exceptional follow-through, rock-solid attention to detail, and the ability to juggle numerous tasks efficiently under tight timelines.
• Communication: Strong written and verbal communication skills, with the confidence to interface with all levels of the organization, including global senior leadership.
• Problem-Solving: Demonstrated ability to make informed decisions, problem-solve proactively, and navigate a fast-paced environment with a thick skin and a positive attitude.
• Discretion: Deep experience handling highly confidential and sensitive materials/correspondence.
• Tech Savvy: Proficient in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).