Executive Assistant/ Office Admin

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:

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

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