Administrative Assistant

Role Overview

An established global beauty organization is hiring a career-focused Administrative Assistant to act as a dependable operational partner to senior leadership. This position supports three leaders at VP level and above and is intended for someone who is committed to long-term administrative work and enjoys building trusted executive relationships.

Work Location and Schedule

The job is based in New York, NY. The arrangement is hybrid, with four days per week on site at 767 Fifth Ave and one day working remotely. Working hours are Monday through Friday, 9:00 AM to 5:00 PM, for a total of 35 hours per week, including a 1-hour unpaid lunch.

Contract Details

This is a long-term contract running through 12/31/2026, with the possibility of extension or conversion to a permanent role depending on performance and business requirements. The anticipated start is ASAP.

Responsibilities

• Keep complex Outlook calendars organized by spotting conflicts early and prioritizing important meetings.
• Coordinate meetings by preparing materials, booking conference rooms, and working with Office Services on room setup, AV support, catering, and transport of materials.
• Act as the main professional contact between executives and internal as well as external stakeholders.
• Arrange detailed domestic and international travel, including flights, hotels, ground transportation, and full itineraries.
• Handle expense processing, track submissions, and reconcile reports so approvals are completed on time.
• Prepare, edit, and manage executive communications, presentations, and reports while maintaining strict confidentiality for sensitive documents.
• Support office supply management, raise IT requests, and assist with cross-functional projects and other operational needs.

Requirements

• Prior administrative background with a genuine commitment to developing a long-term career in this field.
• Ability to support multiple leaders with different working preferences and styles.
• Strong reliability, excellent attention to detail, and the ability to manage many priorities under pressure.
• Clear written and spoken communication skills, with confidence working across all levels of the organization, including global senior leadership.
• Practical problem-solving ability, sound judgment, and a calm, positive approach in a fast-moving environment.
• Experience handling confidential and highly sensitive information with complete discretion.
• Strong command of Microsoft Office tools, including Word, Excel, PowerPoint, and Outlook.

Additional Information

This opportunity is described as a true career destination rather than a short-term stepping stone. The team is specifically seeking an experienced administrative professional who is motivated to stay in the profession, build deep relationships, and grow into a trusted long-term support partner.

Work Conditions

The role includes a 1-hour unpaid lunch each day. The workweek totals 35 hours, and the position requires regular on-site presence in New York City with one remote day per week.