Administrative & Office Coordinator

General mission:

Reporting directly to the General Manager for the Americas you will play a key role in ensuring the efficient day-to-day operations of the this dynamic position you will also provide essential support to the different departments (training marketing sales and finance) helping to coordinate activities streamline processes and contribute to the successful execution of regional initiatives. Your ability to manage multiple priorities and foster collaboration across teams will be critical to the smooth functioning of the organization.

Main tasks (but not limited to):

OFFICE MANAGEMENT & OPERATION

• Oversee daily office operations and address employee needs including IT equipment (with consultants) printers supplies workspace setup and maintenance.
• Manage and process all office-related invoices and bills ensuring timely payments and accurate record-keeping in coordination with finance and relevant vendors.
• Manage office supply inventory (including stock room) and coordinate with service providers (e.g. cleaning water delivery).
• Handle all correspondence including emails mail packages and deliveries.
• Answer and direct calls from the main office line.
• Maintain a clean organized workspace aligned with brand standards.

EXECUTIVE SUPPORT

• Provide comprehensive support to the Managing Director including calendar management coordination of market visits HQ and client meetings preparation of presentations and execution of ad hoc projects.
• Organize and manage travel arrangements / agenda for the Managing Director and team members including flight and hotel bookings for group travel corporate meetings and key industry events (e.g. International Meeting TFWA BA Conference).
• Handle expense reporting and reimbursement processes efficiently and in a timely manner.

SEMINAR / TRAINING

Training Event Coordination

• Organize logistics for training events including venues travel accommodations and on-site needs.
• Coordinate with venue staff on schedules room setup AV and catering.
• Support execution of seminars and workshops ensuring smooth setup and material distribution.
• Prepare training materials badges certificates and delegate kits.
• Track RSVPs and maintain attendance records.

Inventory & Material Management

• Maintain inventory of training materials stationery and branded items at the Miami office.
• Coordinate material orders and shipments including international deliveries.
• Update training decks and memo cards from HQ.
• Manage Beauty Advisor grooming standards and related shipments.

ADMINISTRATIVE AND WORKPLACE SUPPORT

For these tasks you will work closely with the Perfume & Beauty HR department based at the Paris headquarters and the Hermès of Paris team in New York to act as an administrative liaison and contribute to the office life.

• Support with recruitment processes: interview coordination and candidate communication.
• Handle onboarding and offboarding: verify right-to-work documentation design induction programs and monitor delivery
• Support onboarding by preparing welcome kits and ensuring new hires have necessary equipment.
• Coordinate training and development initiatives maintain records and manage evaluation and payments.
• Take part to the office life by organizing office events gatherings and team building and support the MD with internal communication.

Profile:

• A detail-oriented and dependable Office Assistant with a strong commitment to supporting daily operations and ensuring the smooth functioning of the workplace.
• Skilled in administrative support event coordination inventory management and front-office responsibilities.
• Known for a proactive approach excellent organizational skills and a collaborative spirit that contributes to a positive and efficient office environment.
• This role requires a high level of confidentiality. Preserving discretion is critical to safeguarding organizational integrity and fostering a culture of trust.
• Proficiency in computer tools (Word Excel PowerPoint).

Hermès Benefits Overview:

Hermès is proud to offer a variety of benefits to support the needs of our employees and their families including:

• Commission and bonus incentives based on sales performance
• Medical Dental Vision
• Life Insurance and Disability
• Paid time off (15 vacation days 11 company holidays 3 floating holidays 2 wellbeing days and sick & safe time)
• Paid Parental Leave and Transition Time
• 401(k) and Roth Retirement Plan with company matching and profit sharing
• Various voluntary benefits (e.g. flexible spending accounts fitness reimbursement voluntary life insurance)
• Product discount and EAP resources
• Access to Calm App Health Advocate Family Building Support and more!

We are looking for a candidate that has a combination of the above attributes and can perform the key functions of the role with or without reasonable accommodations.

The range for this position is $80000.00 to $92000.00 annually. Actual rates are determined based on the job location and individual experience.

COMPANY OVERVIEW

Since 1837 Hermès has remained faithful to its artisan business model and humanist values. We place people at the heart of what we do and aspire to make a positive impact on the world. The freedom to create the constant search for beautiful materials the transmission of a savoir-faire of excellence and the aesthetic of functionality define the singularity of Hermès a house dedicated to making highly-crafted beautiful objects made to stand the test of time .

An independent family-owned company Hermès is dedicated to keeping production in France through its 42 workshops The Hermès organization is also a truly global community with a network of 310 stores in 49 countries. Hermès employs more than 15000 people worldwide with over 6000 of the workforce being Hermès craftspeople engaged in making artisanal products nurturing a 180 year tradition of creativity and innovation.

At Hermès our actions for sustainable development and corporate social responsibility are founded in values passed down by generations of humble artisans who have shaped the story of our house and the integrity of our objects. The roots of Hermès success and longevity lie in a sense of responsibility; a quest for authenticity and respect for time and preservation of natural resources. All at Hermès wish to leave a positive footprint on the world a mission thats at the heart of our commitment to progress. This narrative can be experienced in a series of short films Footsteps Across the World available on our website.

OUR COMMITMENT

Family is at the heart of Hermès. At Hermès of Paris we are committed to being a Maison for All a home where we make efforts to generate support and advance the values of diversity inclusion and family both within our own walls and in the wider world. At Hermès of Paris we look to create a diverse workforce of talented and unique individuals with different backgrounds skillsets and worldviews that will enrich our Hermès of Paris family. We support our individual team members personal and professional success through a culture that values equality individuality and fairness and through an environment where individuals can thrive and feel comfortable being their authentic selves. Beyond the walls of our Maison we advance our DIF values through the work that we do in partnership with our community and non-profit partners.

At Hermès of Paris we are proud to be an equal opportunity workplace. It is the policy of Hermès of Paris Inc. that applicants for employment are recruited selected and hired on the basis of individual merit and ability with respect to positions being filled and potential for promotion or transfer which may be expected to develop. Applicants are recruited selected and hired without discrimination because of race color religion sex age national origin disability genetic information sexual orientation citizenship military or veteran status or any other basis prohibited by applicable addition personnel procedures and practices with regard to training promotion transfer compensation demotion lay off or termination are to be administered with due regard to job performance experience and qualifications but without discrimination because of race color religion sex age national origin disability genetic information sexual orientation citizenship military or veteran status or any other basis prohibited by applicable law. Hermès of Paris Inc. also provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable laws.

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