Admin & Office Manager - International
Admin & Office Manager - International
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Job Description
Our Story
Launched in 2015 Sol de Janeiro is a globally recognized award-winning beauty brand drawing inspiration from Brazils beauty rituals warmth and spirit. Sol de Janeiro delivers a sensory experience beloved by multi-generational consumers worldwide with clinically proven results transformative textures and transportive fragrances.
Headquartered in New York and launched as a digitally native brand we have expanded globally with teams in Paris London and Germany.Our commitment to excellence has earned high-profile honors including being named one of TIME100s 2024 Most Influential Companies Fast Companys 2024 Worlds Most Innovative Companies and WWD Beauty Incs Power Brands of 2024 underscoring its leadership in the beauty industry and outstanding workplace. These accolades highlight our dedication to being a leading brand in the beauty industry and an exceptional workplace.
What Youll Do
As Administrative & Office Manager - International you will play a key role in supporting the President International in the day-to-day management of business priorities ensuring smooth coordination of agendas meetings and key projects. You will also oversee the daily operations of our Paris office ensuring a positive and well-run work environment while supporting the People Experience team on administrative HR processes such as onboarding documentation... This is a unique opportunity to gain high-level exposure to leadership while developing versatile skills across administration office operations and People Experience. This position is a permanent contract based in Paris.
This role will report to theDirector People Experience (HRBP) and Operations - EMEA
RESPONSIBILITIES:
Administrative Assistant responsibilities
- Manage the complex and evolving diary of the President International including scheduling meetings across multiple time zones anticipating conflicts and handling daily bookings and logistics.
- Collaborate with internal and external stakeholders to ensure the President is always kept informed of urgent and time-sensitive matters.
- Handle daily administrative tasks for the President and team including meeting preparation note-taking when required and document management.
- Coordinate and optimize travel arrangements including end-to-end itineraries travel bookings and visa processes in partnership with the Travel Manager.
- Manage expense reports and financial administration with accuracy timeliness and discretion.
- Proactively flag priorities upcoming deadlines and support seamless communication flows within the Presidents network of key stakeholders.
- Act as the first point of contact for cross-functional partners ensuring efficient diary prioritization.
Office Management
- Oversee the day-to-day running of the Paris office ensuring a smooth organized and welcoming environment.
- Handle all incoming and outgoing office mail and deliveries ensuring efficient distribution and follow-up.
- Organize team events internal celebrations and actively contribute to fostering a positive office culture acting as a true ambassador of workplace well-being and team spirit with a Chief Happiness Officer mindset
- Lead all logistical aspects related to international offsites leadership meetings top-to-top reviews and other key company events
- Manage IT logistics including monitoring and anticipating stock levels (laptops accessories) overseeing printer management and coordinating with IT partners to ensure smooth equipment availability and maintenance.
- Coordinate onboarding logistics for new joiners in the office (equipment seating welcome pack).
- Be the key contact for office suppliers and service providers (office supplies IT equipment coordination building services).
- Own and drive the management of mandatory safety trainings making sure all employees are compliant and records are up to date.
HR / People Administrative Support
- Assist the Director People Experience team with administrative HR processes (onboarding offboarding employment certificates)
- Support the coordination and follow-up of mandatory medical check-ups
- Oversee employee benefits administration (health insurance and life/disability coverage) including affiliations and follow-up.
*The HR support responsibilities offer room for growth and can progressively expand based on the candidates appetite to take on more advanced People-related topics
This job description is not exhaustive and may evolve in line with business needs.
Must Haves
- Minimum 5-6 years of experience in a versatile role combining office management executive assistance and HR/People administrative support ideally within an international and fast-paced environment (start-up scale-up or high-growth company).
- International and English-speaking environment
- Strong organizational skills and attention to detail
- Excellent interpersonal skills with a service-oriented mindset
- Team player with a positive attitude and a natural ability to foster a great work atmosphere
- Proactive and autonomous able to take ownership of projects
- Flexible and adaptable comfortable in a dynamic and evolving environment
- High level of confidentiality and discretion on sensitive topics
Why Sol de Janeiro
- Competitive salary and bonus program
- Flexible hybrid work environment with opportunities for collaboration and growth
- Inclusive culture that values diverse perspectives and celebrates individuality
- The chance to be part of a fast-growing award-winning global beauty brand
The information contained herein is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee as these may change or new ones may be assigned at any time.
Sol de Janeiro is committed to diversity and inclusion in the workplace. We are an equal opportunity employer and do not discriminate on the basis of race national origin gender gender identity sexual orientation protected veteran status disability age or other legally protected status.
Requests for accommodation due to a disability or any other protected characteristic can be made at any stage of the recruitment process and during employment by contacting our People Experience Team at .
Experience:
IC
Employment Type
Intern
Key Skills
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