Executive Assistant

Leading contract manufacturer in the cosmetics industry, is seeking a highly organized and proactive Executive Assistant to support both the General Manager (GM) and the Account Management team. This role requires a dynamic individual who excels in administrative support, sales coordination, customer interface, and internal operations management. The Executive Assistant will provide key support to the GM, ensuring smooth operations and effective communication, while also assisting the Account Management team in driving project success and customer satisfaction.

Key Responsibilities:

Administrative & Sales Support:

1. Provide direct administrative support to the General Manager (GM) and director-level staff, handling confidential and sensitive correspondence.
2. Assist with all administrative paperwork related to sales, including preparing and managing sales quotes for customers, travel coordination, and maintaining up-to-date sales analysis reports for the GM and sales department.
3. Coordinate sales travel as required, ensuring logistics are handled efficiently and within company guidelines.

Customer Interaction & Relationship Building:

1. Interface with customers on behalf of the GM, ensuring a seamless flow of communication and resolving any inquiries or concerns.
2. Support the Account Management team in building and maintaining strong relationships with clients and ensuring satisfaction throughout the project lifecycle.
3. Assist in packaging sample submissions to multiple clients as needed and manage Mutual Non-Disclosure Agreements (NDAs) for all new prospective clients.

Project Coordination & Compliance Support:

1. Assist the Account Management team by overseeing project development from inception to completion, ensuring that timelines are met, tasks are organized, and deliverables are achieved.
2. Work closely with compliance and quality control teams to ensure all projects meet legal and regulatory requirements, both from governmental agencies and customer expectations.
3. Provide support in implementing and maintaining policies and procedures to enhance efficiency and ensure regulatory compliance across all areas.

Documentation, Reporting & Scheduling:

1. Prepare and maintain essential project documentation such as agendas, meeting minutes, action items, and project plans.
2. Help draft and produce communication documents and status reports for internal and external stakeholders, keeping all parties informed of progress and developments.
3. Update and maintain the GM's calendar and appointment schedules, ensuring all meetings and events are properly coordinated and communicated.

Risk Management & Problem-Solving:

1. Assist in identifying potential risks and collaborate with the team to develop strategies to mitigate them.
2. Adapt quickly to new challenges, multi-task efficiently, and pivot in a fast-paced environment to ensure smooth operations.

Cross-Departmental Collaboration:

1. Work closely with internal teams, including R&D, Product Development, and Compliance, to ensure alignment on project goals and client expectations.

Skills and Qualifications:

Educational Background: 4-6 years of relevant experience in the personal care, beauty, or cosmetics industry is preferred.

Strong Organizational Skills: Ability to manage multiple projects and responsibilities simultaneously, ensuring all tasks are completed on time and to a high standard.

Communication: Exceptional written and verbal communication skills, with the ability to influence and motivate both internal teams and clients.

Problem-Solving: Strong analytical skills with the ability to identify challenges, propose solutions, and think critically under pressure.

Adaptability: Capable of quickly learning new processes and adjusting to changing work environments.

Team Player: A collaborative individual who works well with diverse departments and stakeholders to achieve shared goals.

Self-Management: Able to work independently, handle a high workload, and effectively manage time in a fast-paced setting.

For immediate consideration please send your resume outlining your related administrative experience.