Executive Assistant/ Office Admin

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.