Administrative Assistant [AQ-19307]

About the role

We’re looking for a sharp, reliable Administrative Assistant to support four of our senior leaders across Operational Excellence, Digital Transformation, Communication, and Consumer Experience & Inclusive Innovation. This is a true “boots-on-the-ground” role. You’ll be the central point of contact keeping day-to-day operations running cleanly—balancing desk-based admin work with active, hands-on support for meetings and team events. If you’re someone who takes pride in keeping things organized, catching the small details before they turn into big problems, and creating a smooth working environment for a busy team, this will be a great fit.

Responsibilities

• Executive Admin Support: Manage complex calendar scheduling, arrange domestic and international travel, process expense reports, and handle visitor and PPE registrations.
• Meeting & Event Prep: Set up physical meeting spaces for local and international visitors—ensuring rooms are ready, equipment is working, and signage is in place.
• Catering Coordination: Handle food and beverage needs from start to finish—sourcing vendors, placing orders, and handling on-site delivery, setup, and cleanup.
• Data & PO Tracking: Keep financial records up to date by tracking Purchase Orders (POs) in Excel with high accuracy, maintaining team lists, and organizing files.
• General Office Support: Keep office supplies stocked, handle incoming deliveries, and help troubleshoot general office needs as they come up.

Requirements

• Experience: 5+ years supporting executive-level leadership (VP/SVP level).
• Excel & Tech Skills: Solid proficiency in Excel (sorting data, managing lists, simple formatting) along with Outlook and Word. Quick to pick up new internal software tools.
• Detail-Oriented & Organized: High accuracy when handling numbers, POs, and travel details. Able to track multiple moving parts without letting things slip through the cracks.
• Helpful, Proactive Attitude: Willing to jump in wherever needed, whether that’s fixing a scheduling conflict or coordinating lunch for a multi-day meeting.
• Professional Communication: Clear, polished verbal and written communication with internal teams, external vendors, and guests, always maintaining confidentiality.

About the Company

Global beauty company specializing in cosmetics, skincare, haircare, and fragrance. Operates with a strong focus on innovation, sustainability, and diversity, offering workers opportunities to work with leading brands, cutting-edge research, and a fast-paced, dynamic environment. The company values creativity, entrepreneurship, and professional growth, making it an exciting place for those passionate about beauty, marketing, science, and digital transformation.