Executive Assistant

Who We Are

iLABS is an innovation-focused, full service, global beauty company with proven track record for award winning formulas and product development. The art and science of innovation is in our DNA. Through our worldwide network of talented chemists, scientists and creatives, we bring authentic innovation and cutting-edge technology to every product we design.

The Way We Work

Whether you’re an established brand or an indie start-up, our team of beauty industry professionals nurture your project through each phase of development, from concept to finished goods. We take the time to understand your goals through access to cutting-edge technologies, raw materials, sustainable materials and the latest marketing analysis. Our dedicated team guides your vision, ensuring your product takes center stage in a crowded market.

Job Summary 

We are currently seeking a full-time Executive Assistant to join our team in Mahwah, NJ. The ideal candidate will provide executive assistance for the CEO of iLABS. The ideal candidate will support the Executive Assistant to manage administrative functions of the C-suite.

Responsibilities

• Provide comprehensive support to the CEO
• Manage an extremely active calendar of meetings/appointments by keeping all attendees well informed of upcoming commitments and responsibilities
• Schedule and plan various meetings/appointments, including booking conference rooms, organizing meeting materials and setting up video conferences
• Take minutes on meetings, conferences, and appointments
• Coordinate detailed travel arrangements, both domestic and international
• Acting as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Format information for internal and external communication – memos, emails, presentations, reports
• Screen and direct phone calls and distribute correspondence
• Handle sensitive matters with a high level of confidentiality and discretion
• Provide off-hour support and high level of responsiveness
• Prepare and submit expense reports
• Perform other clerical duties as needed

Qualifications

• 4+ years of experience as Executive Assistant, Personal Assistant, Administrative Assistant, or similar experience & 24/7 mentality
• Strong work ethic and confidentiality
• Ability to follow directions, take initiative and proactively close loops
• Proficiency in Google Workspace, Microsoft 365 and Zoom
• Solid verbal and written communication skills
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Adaptive and flexible mindset
• Outstanding organizational and time management skills
• Travel requirements: 20-40% (domestic and international)

Company Benefits

• Comprehensive Health Benefits
• Competitive 401(k) match with immediate vesting
• Paid time off (Vacation, Sick, Holiday, Summer Fridays)
• Free Shuttle Service to and from NYC and the office 
• Daily subsidized meals
• Free breakfast & snacks
• Employee Assistance Program (EAP)

iLABS (Innovation Labs) Inc. is an equal opportunity employer. We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other characteristic protected by federal, state or local laws. All employment is decided on the basis of qualifications, merit, and business need.

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