Job: Office Manager / Executive Assistant (Beauty – Travel Retail)

Our Client

Our client for this Office Manager / Executive Assistant opportunity is Miami office of a large international beauty company in charge of the Travel Retail channel across the Americas.

Objective

This position provides administrative support to the General Manager and Directors of Travel Retail Americas, as well as our local office team. This individual is responsible for office operations management.  We are seeking someone passionate about building connections and relationships, organized to support business and people needs, and mostly someone who shares our values and passion for the business.

Ideal Profile

The ideal profile could either be an experienced Office Manager / Executive Assistant, or a more junior profile who could use this role to get into the industry and grow into other positions.

Job Description

Administrative Support:

• Calendar management for General Manager.
• Manage bookings and plan travel for GM.
• Travel & Expenses reconciliation on Concur.
• Support preparing reports, PowerPoint presentations, memorandums and spreadsheets when requested.
• Support events planning, coordination, execution and communication (business meetings hosted in Miami; retailer meetings; in-office team events; holiday parties and gifting).
• Inventory request and management for on-boarding and company branding materials for employees (notebooks, lanyards, pen and pencils, etc).

Office Management:

• Manage office logistics including, ordering supplies and office snacks, maintaining an organized work environment, and tracking office supply costs against pre-existing budgets
• Driving office maintenance efforts, including vendor management, auditing office maintenance supplies, and replacing office furniture as needed
• Working with building management to address office needs
• Manage receptionist duties, including greeting clients, candidates, and visitors, receiving and sending mail, packages, and deliveries and distributing to the appropriate individual
• Coordinate internal/external meeting logistics
• Other duties deemed necessary by your management

Requirements

Skills and Requirements:

• 2+ years of Office Management or Administrative experience preferably in Cosmetics, Fashion or Consumer Goods
• Bachelor’s degree preferred.
• Strong partnering, problem solving and analytical abilities
• Results-driven with exemplary planning, coordination and organizational skills
• Must be proficient in MS Office (PowerPoint, Word, Excel, Outlook) and the Internet
• Bilingual in Spanish (Native or equivalent in fluency)
• Must be willing to work in person in a hybrid schedule (3 days in office)
• Appreciated previous experience: Chanel, Christian Dior, Clarins, Estee Lauder, Givenchy, Coty, Interparfums, Guerlain, Kenzo, LVMH, Puig, Roger & Gallet, YSL, Chanel, L’Oreal

Competencies:

• Communication
• Time Management
• Organization
• Trustworthiness / Discretion
• Multi-tasking / Project Management
• Relationship Management

Specific Knowledge Required:

• Travel & Expenses Management
• Calendar Management
• Powerpoint
• Excel
• Event and Meeting Planning and Execution