Main Job Objective

The Administrative Assistant is responsible for providing support to the VP of Visual Merchandising and Store Design (VMSD) and VP Creative Director in a range of organizational and administrative tasks. These duties may include managing calendars and travel arrangements, creating expense reports, organizing team meetings and presentations, as well as undertaking top-level, cross-category project work.

Responsibilities

Administrative:

• Manage the daily schedule and calendar and ensuring that the VP of VMSD and VP Creative Director are running on schedule throughout the day
• Sort and review mail daily for the VP Creative Director
• Arrange travel plans and relevant documentation for the VP of VMSD and VP Creative Director
• Responsible for preparation of expense reports for the VP of VMSD and VP Creative Director
• Aid in creating and organizing PowerPoint presentations.
• Collaborate with other Executive Assistants on select PowerPoint presentations
• Maintain and organize files and records.
• Receive external visitors, organize itineraries and ensure they are properly always escorted
• Serve as a liaison between multiple departments and external vendors.
• Prepare and provide support for team events.
• Manage incoming and outgoing packages to vendors.
• Track and maintain the design library of prototypes and samples.

Departmental Support:

• Schedule and coordinate important departmental meetings, both internal and cross-functional.
• Propose and identify ways to improve processes and meetings to minimize processing time, ensure consistency, and prevent mistakes and delays; work with partners to execute improvements.
• Provide support for creative project work with the VP of VMSD and VP Creative Director.
• Assist in managing day-to-day needs and internal processes to execute approved plans.
• Conduct research and analysis of market trends and competitors, including competitive shopping, generating competitive reports, and creating PowerPoint presentations to share your findings.

What you will learn (and/or achieve) in the first 6 months:

• Foster trust-based relationships with the VP of VMSD and VP Creative Director to acclimate to their work processes.
• Develop an understanding of fresh’s worldwide business operations and organizational structure.
• Familiarize yourself with fresh’s affiliation with LVMH.

What you will achieve in 12 months:

• Offer efficient and comprehensive assistance to the VP of VMSD and VP Creative Director, demonstrating a thorough comprehension of daily business functions, and taking a proactive approach to anticipate their requirements.
• Establish connections with cross-functional partners and executives within fresh.
• Assist with impromptu creative initiatives as needed.

Profile

• A bachelor’s degree is required.
• One to two years of experience in an Administrative Assistant or Project Coordinator role is necessary.
• Proficiency in Microsoft Office and Power Point is a must.
• Knowledge of the Adobe suite of programs is preferred.
• Excellent verbal and written communication skills are required.
• Great attention to detail, along with a meticulous and analytical mindset and a “can do” attitude, are crucial.
• The ability to efficiently prioritize and follow up on tasks independently is necessary.
• Excellent organizational and time management skills are required.
• A passion for the beauty industry is preferred.
• The capacity to work independently and collaboratively in a team environment is essential.
• High energy and a willingness to go above and beyond the call of duty are necessary.