Job Description

Client Overview : Our client is a luxury beauty company.

Role Overview : The Executive Assistant / Office Administrator will provide direct administrative support to the President and other senior leaders while ensuring the office operates efficiently and maintains a professional, welcoming environment.

Executive Assistant / Office Admin Responsibilities:

• Provide administrative assistance to the President, Vice Presidents, and other members of the leadership team as needed.
• Coordinate calendars, schedule meetings, and arrange conference calls with internal and external participants.
• Organize business travel and manage related logistics.
• Prepare, review, and submit expense reports, invoices, and other administrative documentation.
• Support general office needs, including document preparation, copying, scanning, printing, filing, and record organization.
• Assist with special projects, departmental requests, and other administrative assignments.
• Coordinate team lunches, dinners, outings, celebrations, and company-wide events.
• Provide support for meeting logistics, catering arrangements, and other employee needs.
• Oversee daily office operations to maintain an organized, efficient, and professional workplace.
• Coordinate visitor access and security procedures, including arranging identification badges and photographs for new hires and extended-stay visitors.
• Prepare meeting rooms before scheduled meetings and ensure spaces remain clean, organized, and properly equipped.
• Monitor office equipment and replenish supplies for printers, copiers, and other shared resources.
• Maintain inventory of office supplies and designated product storage areas.
• Manage incoming mail and deliveries, ensuring items are sorted and distributed to the appropriate departments or individuals.
• Oversee mailroom supplies and coordinate postage, overnight deliveries, and other shipping requirements.
• Prepare shipping labels and ensure packages are assigned the appropriate shipping information and cost center.
• Arrange courier and messenger services, including pickups and deliveries.
• Package outgoing shipments securely and appropriately based on the contents and delivery requirements.
• Maintain kitchen and breakroom supplies, including coffee, water, cups, sugar, and other essentials.
• Liaise with building management, maintenance personnel, and external vendors to coordinate repairs, equipment servicing, recycling, shredding, printing, and other office services.
• Assist with planning and execution of company events, celebrations, and office functions.
• Provide additional operational and administrative support as business needs arise.
• Welcome guests and visitors in a professional, friendly, and courteous manner.
• Answer incoming calls, respond to general inquiries, and direct communications to the appropriate contacts.
• Notify employees when visitors arrive and coordinate visitor sign-in and delivery acknowledgments.
• Maintain accurate employee and department directories to assist with visitor direction and internal communications.
• Help ensure reception and common areas remain clean, presentable, and welcoming.
• Follow established office security procedures and support a safe, orderly workplace.

Executive Assistant / Office Admin Qualifications:

• Previous experience in an Executive Assistant, Office Administrator, Receptionist, or comparable administrative support role.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities, multitask effectively, and meet deadlines in a dynamic office environment.
• Professional demeanor with the ability to interact confidently and courteously with employees at all levels, senior leadership, visitors, and external vendors.
• Proficiency in Microsoft Office and general office technology, with strong computer, data entry, and document management skills.
• Experience coordinating calendars, meetings, travel arrangements, and expense reports preferred.
• Comfortable managing office supplies, mail distribution, shipping logistics, and vendor communications.
• Strong problem-solving skills, sound judgment, and the ability to work independently while contributing to a team.
• Dependable, service-oriented, and proactive, with a strong work ethic and willingness to assist wherever needed.
• Ability to maintain confidentiality and handle administrative information with discretion.

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