Office Concierge

Office Concierge

Who We Are:

Just named Fastest Growing Skincare Company by INC. Magazine and awarded Best Chemical Peel by Cosmopolitan Magazine. The Vitality Institute core mission is to help people of all skin types restore their confidence so they can reach their true potential. Founded over 20 years ago as a solution for a teenage girl's severe cystic acne, the company and its core product the VI Peel has become a market leader for pigment reduction, clearing acne, and scar removal.

Founded and led by Marya Khalil-Otto our lead esthetician, we are excited to launch our new Headquarters and Training Center in the heart of West Hollywood.

Who We're Looking For:

Are you a skincare junkie? Extremely personable? The type that can make everyone feel at home? The first to buy holiday presents? Always have an extra birthday gift just in case? Then this might be the perfect job for you.

We just launched our new training center and we're looking for an organized queen of hospitality to prep for events, keep our office stocked with supplies, and overall jump in to assist when needed.

What's In It for You:

This is the perfect entry level position for a career in beauty and skincare or the perfect job to hold down in between acting auditions.

What Success Looks Like:

Chief Coffee & Tea Officer

You're the Chief Coffee & Tea Officer keeping the team caffeinated, having healthy snacks on hand, planning the occasional pressed juice delivery. You're making sure the printers have paper, pens are stocked, and people know where to park.

Chief Hospitality Greeter:

You're the first point of contact for visitors, creating a warm and welcoming atmosphere. Coordinate catering and refreshments for meetings, events, and team gatherings. You're in charge of making sure that the common areas aren't cluttered, ensuring it all looks clean, stocked, and inviting.

Chief Party Planner:

Assist in the planning and execution of office events, team-building activities, and celebrations. Support internal and external meetings by preparing materials, setting up spaces, and troubleshooting AV equipment as needed.

Chief Travel Support

Provide support to leadership and team members with travel arrangements. Assist with onboarding new employees to ensure a seamless start to their journey.

Qualifications

Proven experience in office administration or hospitality. Exceptional organizational skills and attention to detail. Strong communication and interpersonal abilities, with a customer-focused mindset. Proficiency in Microsoft Office Suite and familiarity with office management tools. Ability to multitask, prioritize, and adapt in a fast-paced environment.

What We Offer

A collaborative and inclusive workplace culture. Opportunities for professional development and growth. A beautiful, state-of-the-art office designed to inspire creativity and innovation.

If you are a proactive, resourceful individual with a passion for creating exceptional experiences, we'd love to have you as part of our team!

30-60-90 Day Plan: Office Concierge

30 Days: Learning & Integration

Objective: Build foundational knowledge, understand company culture, and establish routines.

Key Goals:

Understand the Brand & Culture:

Complete onboarding and training sessions. Study company history, mission, and product offerings (VI Peel, core skincare solutions). Meet team members and understand their roles.

Master Day-to-Day Responsibilities:

Ensure office supplies are fully stocked and organized. Familiarize yourself with the layout of the headquarters and training center. Learn protocols for greeting visitors and coordinating meeting spaces.

Take Ownership of Hospitality Basics:

Set up coffee/tea/snack stations daily. Create a catering contact list for events. Organize and monitor communal areas to ensure they remain clean and inviting.

Shadow Team Members:

Assist with one team event to understand planning and execution workflows. Support onboarding for new hires.

Check-In:

Weekly 1:1 with your manager for feedback and alignment.

Success Indicators: Smooth daily operations in hospitality tasks. Positive feedback from team members on visitor experiences. Common spaces and refreshments consistently well-maintained.

60 Days: Ownership & Proactivity

Objective: Begin independently managing core responsibilities and anticipate team needs.

Key Goals:

Enhance Hospitality Experience:

Create a warm, professional system for greeting visitors. Implement a visitor feedback form (if not already in place).

Streamline Office Systems:

Optimize supply ordering and inventory tracking. Create checklists for daily and weekly hospitality tasks.

Take Charge of Events:

Support logistics for internal meetings, workshops, and team-building events. Manage catering and refreshments with minimal oversight.

Strengthen Team Support:

Provide travel coordination assistance for leadership and team members. Assist HR with smoother onboarding processes for new hires.

Propose Improvements:

Suggest ways to elevate hospitality or streamline workflows.

Check-In:

Bi-weekly check-ins with your manager to discuss achievements and roadblocks.

Success Indicators: Visitors consistently feel welcomed and cared for. Supplies and hospitality services are proactively managed. Successfully coordinated at least one team event.

90 Days: Leadership & Optimization

Objective: Take full ownership of your role, introduce enhancements, and contribute to long-term goals.

Key Goals:

Become the Go-To Hospitality Expert:

Act as the primary point of contact for all visitor experiences and hospitality-related tasks. Train others (if needed) on office protocols and hospitality standards.

Event Leadership:

Independently plan and execute office events, from concept to cleanup. Develop an annual calendar for recurring events and celebrations.

Optimize Hospitality Systems:

Refine office hospitality procedures and document them for future reference. Develop partnerships with preferred vendors (e.g., caterers, snack providers).

Enhance Team Culture:

Identify opportunities for team-building activities and morale-boosting initiatives. Share creative ideas to keep the office environment vibrant and engaging.

Evaluate & Plan for Growth:

Present a quarterly review of your contributions. Share feedback on tools, systems, or resources needed for your role's continued success.

Check-In:

Formal 90-day performance review with your manager.

Success Indicators: Visitors consistently rave about their experience. Office events are well-organized and well-received. Proactive solutions implemented to improve hospitality workflows. Recognized as a valuable team member contributing to workplace culture.

Long-Term Vision for the Role:

Cultivate an exceptional visitor and team experience aligned with the Vitality Institute's standards of excellence. Become a cornerstone of office operations, ensuring seamless day-to-day hospitality and event coordination. Build a roadmap for evolving hospitality practices as the company grows.