Job Description

Office Coordinator/Executive Assistant

(MALIN+GOETZ) is a fast-growing, founder-based gender-neutral beauty and lifestyle business based in New York City. We operate 20+ flagship apothecaries in NYC, LA, London, Hong Kong, and Shanghai; along with an expanding presence online including Amazon. Additionally, the brand is listed internationally with 600+ high-end accounts across five continents, including Space NK, Selfridges, Liberty, Nordstrom, Lane Crawford, and Sephora; and amenity partners that include 5-star hotels, spas, fitness studios and airlines. Our company champions three values: humanity, empathy, and fight, and these values are embedded into everything we do. We foster employees to represent these values in all aspects of their work.

The Office Coordinator/Executive Assistant serves as an integral part of the (MALIN+GOETZ) team, responsible for day-to-day company support for the CEO and all departments, including managing office operations, coordinating events, and providing great customer service. This is a dynamic role at a small, entrepreneurial, and quickly growing company with major opportunity to advance.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office Management

• Possess excellent interpersonal skills and the ability to create and maintain professional relationships within all levels of the organization.
• Greet and assist all office visitors in a gracious and friendly manner.
• Manage general office telephone line. Screen calls from customers, potential vendors, suppliers, etc.
• Act as office manager by organizing office inventory and supplies as well as unpacking stock deliveries to the office.
• Manage office supply inventory and product closet inventory.
• Maintain tidiness of office common areas (conference rooms, kitchens, walkways, etc.).
• Organize daily mail and shipments sent to office as well as outgoing mail and packages as needed.
• Plan employee engagement events for the East Coast team including monthly happy hours, milestone celebrations, holidays, etc.
• Compile monthly internal newsletter highlighting company news.
• Act as office point of contact for security alarm system and keycard entry.

Executive Support

• Handle confidential and sensitive information with discretion and professionalism.
• Provide administrative support to company founders, CEO and overall office staff.
• Prepare monthly expense reports for company founders and CEO.
• Manage complex calendars, schedule meetings, appointments, prepare documents and communication relating to meeting preparation, and coordinate domestic and international travel arrangements.
• Ad hoc project support for CEO.

Competencies

• Continuous Learning - Assesses own strengths and weaknesses. Pursues training and development opportunities. Seeks feedback to improve performance. Shares expertise with others. Strives to continuously build knowledge and skills.
• Customer Service - Displays courtesy and sensitivity. Manages difficult or emotional customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.
• Planning & Organization - Integrates changes smoothly. Plans for additional resources. Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner.
• Problem Solving - Develops alternative solutions. Gathers and analyzes information skillfully. Identifies problems in a timely manner. Resolves problems in early stages. Works well in group problem solving situations.
• Teamwork - Balances team and individual responsibilities. Contributes to building a positive team spirit. Exhibits objectivity and openness to others' views. Gives and welcomes feedback. Puts success of team above own interests.
• Use of Technology - Adapts to new technologies. Demonstrates required skills. Keeps technical skills up to date. Troubleshoots technological problems. Uses technology to increase productivity.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience: One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.

Benefits

• The estimated hourly range for this position is $27 to $29.
• The New York corporate office is hybrid (3 days in-office, 2 days work from home).
• Dog-friendly office environment.
• Full-time employees are eligible for medical, dental, and vision insurance, employer paid life insurance, 401k plan, pre-tax commuter benefits, quarterly gratis, employee discount, long-term and short-term disability leave, and much more.
• Time off includes paid company holidays, paid vacation/personal/sick/birthday hours, Work From Anywhere twice a year, Summer Fridays, and volunteer time.

Language Ability

Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence. Speak effectively before groups of customers or employees.

Mathematical Ability

Calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Apply concepts of basic algebra and geometry.

Reasoning Ability

Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

MS Office, MailChimp, Google Suite

Supervisory Responsibilities: This job has no supervisory responsibilities.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit. The employee is frequently required to use hands to finger, handle, or feel and talk or hear. Specific vision abilities required by this job include close vision.

(MALIN+GOETZ) is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, creed, religion, gender, pregnancy, childbirth or related medical conditions, sexual orientation, marital status, domestic violence, sexual violence or stalking victim status, ancestry, national origin, alienage or citizenship, age, disability, military or veteran status, genetic information or predisposing genetic characteristic, or other protected status.

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