Administrative Assistant

Our Story Launched in 2015, Sol de Janeiro is a globally recognized, award-winning beauty brand, drawing inspiration from Brazil’s beauty rituals, warmth, and spirit. Headquartered in New York and launched as a digitally native brand, we have expanded globally with teams in Paris, London, and Germany. Our commitment to excellence has earned high-profile honors, including being named one of TIME1 2024 Most Influential Companies, Fast Company’s 2024 World's Most Innovative Companies, and WWD Beauty Inc’s Power Brands of 2024, underscoring its leadership in the beauty industry and outstanding workplace. These accolades highlight our dedication to being a leading brand in the beauty industry and an exceptional workplace. What You’ll Do We are seeking a highly proactive, polished, and detail-obsessed Administrative Assistant to support our Global Marketing & Digital Leadership team. This is a dynamic, fast-paced, and highly visible role that requires exceptional judgment, communication, and organizational excellence. The ideal candidate thrives in a high-growth environment, anticipates needs before they arise, and is a true team player who brings positivity, discretion, and calm under pressure. What You’ll Be Working On Executive Support Manage complex calendars for the Global Marketing & Digital Leadership team including scheduling across multiple time zones andcoordinating high-priority meetings, presentations, and reviews. Act as gatekeeper and liaison on behalf of the Global Marketing & Digital Leadership team , prioritizing requests, communications, and meeting flow. Prepare, edit, and format documents, presentations, and correspondence with high attention to detail and brand alignment. Maintain strict confidentiality and discretion when handling sensitive business, brand, and personnel information. Meeting & Event Coordination Organize and support key Marketing & Digital team meetings, leadership offsites, creative reviews, agency partner meetings, and cross-functional events. Manage agendas, pre-reads, follow-ups, and action tracking to ensure seamless execution. Set up and prepare conference rooms for meetings and events, including layout, technology, materials, and a polished, welcoming presentation. Order, arrange, and provide food and beverages for meetings and events, coordinating with vendors and managing dietary needs. Create a warm, memorable "Sol experience" for guests and visitors to the office, ensuring every Marketing & Digital team event reflects our brand. Operational & Administrative Support Coordinate domestic and international travel itineraries, agendas, and logistics for the key leadership team members in partnership with the Travel Manager. Submit and track expense reports; manage invoices, purchase orders, vendors, and budget items in partnership with Finance. Partner closely with the Creative, Brand, Digital, and Global Marketing teams to support planning, alignment, and project coordination needs. Handle general administrative responsibilities including ordering supplies, managing systems access requests, and supporting onboarding for new Marketing/Digital hires as needed. Manage orders for products and samples, including placing requests, tracking inventory and shipments, and distributing items to the Marketing & Digital team. Cross-Functional Collaboration Build strong relationships across Marketing, Digital, Creative, HR, Finance, and Executive Leadership to ensure alignment, communication, and flawless coordination. Collaborate with a broader network of global admins to ensure consistent support for cross-functional initiatives and globalpriorities. Must Haves 5+ years of experience supporting senior-level executives, preferably in a fast-paced, high-growth environment; luxury beauty,fashion, or consumer brand experience is a plus. Bachelor's degree preferred. Demonstrated ability to organize, prioritize, and excel under pressure with shifting deadlines. Exceptional verbal and written communication skills, with polished professionalism and executive presence. Highly proactive, resourceful, and solution-oriented - always thinking two steps ahead. Ability to maintain confidentiality and handle sensitive information with absolute discretion. Strong relationship-building skills with a positive, team-first mindset. Proficiency in Microsoft Office (Excel, PowerPoint), Google Suite, and calendar management tools. Comfortable navigating ambiguity and supporting both strategic and tactical needs. Must be comfortable working a hybrid schedule (3 days per week in our NYC office). #LI-hybrid Salary Range $90,000 — $100,000 USD Why Sol de Janeiro? Competitive salary and bonus program for full-time team members Flexible hybrid work environment with opportunities for collaboration and growth Inclusive culture that values diverse perspectives and celebrates individuality The chance to be part of a fast-growing, award-winning global beauty brand The information contained herein is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee, as these may change or new ones may be assigned at any time. Sol de Janeiro is committed to diversity and inclusion in the workplace. We are an equal opportunity employer and do not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. Requests for accommodation due to a disability or any other protected characteristic can be made at any stage of the recruitment process and during employment by contacting our People Experience Team at View email address on click.appcast.io. #J-18808-Ljbffr Prelude Growth