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.