What are the responsibilities and job description for the Office Manager / Executive Assistant (Beauty - Travel Retail) position at ACCUR Recruiting Services?
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)
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