Administrative Assistant

#MaesaMagic  

Maesa is the world's largest independent beauty incubator, housing numerous, fast growing "it" brands within all categories of beauty. We are a high growth global company in the middle of the transition from founder lead to private equity owned. With an incubation flywheel ideating on new global brand launches, Maesa pushes creative and technical boundaries to deliver exceptional performance and establish global staying power. Maesa has a keen focus on marketing and white space analysis, which guides its thinking on marketing existing brands as well as development of new brands through its extremely unique structure. We are vertically integrated globally with in-house marketing, branding, product development/formulation, packaging design/engineering and regulatory. With a focus on modernity and sustainability, we design innovative solutions and make proactive choices to achieve environmental neutrality and consumer wellness. Maesa has mastered "commercializing creativity," making itself a leader in the fundamental revolutionary change in the beauty industry. Headquartered in New York, with additional offices in Los Angeles, Hong Kong, and Dongguan, Maesa employs about 400 team members worldwide. 

We are seeking a highly organized and detail-oriented Administrative Assistant to join our dynamic team in New York City. The ideal candidate will be a proactive problem-solver with exceptional communication and time management skills. This role requires the ability to manage multiple calendars, coordinate travel arrangements, and efficiently process expense reports using Concur. You will provide comprehensive administrative support to reporting directly to the Office Operations Manager, ensuring smooth and efficient office operations.

This role is based in NYC and you will be expected in office 3 days a week, at minimum. 

Responsibilities

Calendar Management:

• Manage and maintain complex calendars for multiple executives, scheduling appointments, meetings, and travel arrangements.
• Coordinate and prioritize meeting requests, resolving scheduling conflicts effectively.
• Prepare and distribute meeting agendas and materials.

Travel and Expense Management:

• Arrange domestic and international travel, including flights, accommodations, and transportation.
• Process and reconcile expense reports using Concur, ensuring accuracy and adherence to company policies.
• Maintain accurate records of travel and expense documentation.

Administrative Support:

• Provide general administrative support, including answering phones, managing correspondence, and handling incoming and outgoing mail.
• Prepare and edit documents, presentations, and reports.
• Maintain organized filing systems, both electronic and physical.
• Coordinate and organize office events and meetings.
• Order and maintain office supplies.
• Assist with special projects as needed.

Communication and Interpersonal Skills:

• Serve as a point of contact for internal and external stakeholders, providing professional and courteous service.
• Communicate effectively with all levels of the organization.
• Maintain confidentiality of sensitive information.

NYC Specific Considerations:

• Navigate and utilize NYC transit systems when required for errands or travel coordination.
• Handle vendor relationships, and be able to coordinate with local NYC vendors.

Qualifications

• Minimum of 2 years of experience as an Administrative Assistant.
• Proven experience managing multiple calendars and coordinating complex schedules.
• Proficient in using Concur for travel and expense management.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and work independently in a fast-paced environment.
• Detail-oriented and accurate.
• Ability to maintain confidentiality.
• High school diploma or equivalent; associate's or bachelor's degree preferred.

Preferred Qualifications

• Experience supporting executive-level management.

• Experience with other travel and expense reporting softwares.

What We Offer 

$65,000 - $67,000/yr. Exact compensation may vary based on skills, experience, and location. This position is eligible for participation in a discretionary bonus plan based on individual and company performance.

Maesa offers a variety of benefits to eligible employees. Employees can choose to enroll in health insurance coverage, wellness programs, life and disability insurance, and retirement savings plans. Through generous paid time off, a hybrid office setup, and paid leave options, Maesa encourages wellness and balance among employees.

Our Commitment to You

At Maesa, we live by our values of collaboration, curiosity, game-changing, creativity, and discipline.  We believe our people and partners are a creative force that catalyzes the possibilities in beauty to break through traditional limits and discover the “new” without restriction. We prioritize creating and fostering a welcoming environment for employees, partners, ideas, approaches, and endeavors — all through a spirit of warmth and inclusivity. As set forth in Maesa’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

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