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Executive Assistant

Department: Brand Marketing
Location: Santa Monica, CA

One by one, we are leading a movement to a future where all beauty is clean beauty. We are powered by people, and our collective mission is to get safer products into the hands of everyone. Formulate, advocate & educate— that’s our motto for creating products that truly perform while holding ourselves to unparalleled standards of safety.
 
Why?

It’s really this simple: Beauty should be good for you.

The executive assistant provides high-level administrative support by managing a complex daily scheduling of meetings and calls, handling information requests, preparing expense reports, preparing correspondence, receiving visitors, and arranging conference calls.

Responsibilities:

  • Manage executive’s calendar and ensure that very full days run smoothly, scheduling all meetings, conference calls, and other appointments in and outside the office.
  • Serve as a liaison between the executive and other staff members, external vendors and members of the public.
  • Coordinate travel arrangements for executive.
  • Be anticipatory of executive’s needs and ensure readiness.
  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Manage and coordinate executive email correspondence and respond on behalf of the executive when needed.
  • Track expenses and prepare bi-weekly expense reports.
  • Facilitate the invoicing and payments of select vendors as related to the various projects.
  • Serve as point-person for all team members to track project approvals, ensure open lines of communication, and contribute to a positive and creative work environment.

 Key attributes:  

  • Ability to communicate effectively both verbally and in writing.
  • Intensely organized and pro-active.
  • Excellent time management skills.
  • Ability to collaborate and work effectively with people at all levels of the organization.
  • Flexibility and ability to work in a fast-paced environment.
  • Technical Capacity.
  • Ability to work in high pressure situations.

 Qualifications:

  • Bachelor's Degree or similar and an interest in a career in the areas of design, creative communications, branding, or marketing.
  • At least 2-3 years of administrative experience, ideally working with an executive level leader.

 

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