Office Manager, Executive Coordinator

3 days ago

Willowbrook, United States Tru Fragrance & Beauty Full time

Company Overview:

Tru Fragrance & Beauty is a team of brand creators, a partner for retailers, and a residency for founders and young beauty brands. We have fifty plus years’ experience in the vast fragrance, beauty and wellness space, delivering paramount creative capabilities, category management and logistical excellence. Each year we bring hundreds of innovative, profitable products to market with our diverse retail and brand global partners including Sephora, Target, Ulta, Lake & Skye, Undone Beauty, American Eagle, Urban Outfitters, and Marks & Spencer among others.


Our unmatched infrastructure allows us to craft and execute data-driven strategies as unique as each client, providing in-house services within ideation, global operations, retail and brand strategy, brand marketing, data intelligence, e-commerce and funding and portfolio management. Our team of in-house experts are extensions of our retail and brand partners, navigating the ever-evolving industry as one.


In addition to headquarters in New York and Chicago, our elite team of 80 is located in satellite offices in Los Angeles, San Francisco, Dallas, Boston, Miami, and London.


Create opportunity. Produce excellence. Scale smart. Design the future.


Position Overview:

Title: Office Manager, Executive Coordinator

Location: Willowbrook, Illinois

Compensation: Negotiable (based on experience)


Key Responsibilities:

Reporting into the Chief Financial Office and Chief Executive Officer, this role will be responsible for Office Management duties as well as overseeing the coordination support for our larger executive team. Your responsibilities will include (but not be limited to):


Office Management Responsibilities:

  • Oversee office-management-related responsibilities including front desk duties, mail management, office supply ordering, maintenance coordination, etc.
  • Coordinate preparations for meetings and presentations, including catering and venue selection.
  • Administer office access control and parking and oversee all office safety requirements, as needed.
  • Co-Manage/Assist in the full cycle of employee transitions, including new hire requisitions, onboarding, pre-employment screenings, employee offboarding, and terminations in collaboration with Corporate HR.
  • Collaborate with department leadership to coordinate division events, HR projects, meetings, and training seminars.
  • Assist in the creation and distribution of company-wide communications.


Executive Coordination Support:

  • Coordinate and provide meeting logistics/calendar support to Executive Team.
  • Calendar management including proactively managing scheduling conflicts, anticipating critical meetings, and proactively blocks time for leader to prepare for meetings.
  • Acts as a point of contact between the CFO, CEO, (as well as other members of the executive team) and internal/external stakeholders to ensure effective communication and distribution of information.
  • Plans and executes logistics for events in office and on location.
  • Schedules domestic and international travel arrangements and reconciles expenses reports.
  • Prepares meeting agendas, reports, and presentations.
  • Responds to emails as appropriate and composes memos and correspondence.
  • Supports initiatives and projects that require cross functional coordination.
  • Completes research and analysis as requested to use data driven insights for decision making.
  • Maintains a high level of professionalism and confidentiality.


Requirement(s):

  • 1-2 years of executive coordination experience; preferably in a professional services/consulting environment.
  • Experience working in a team-oriented, collaborative environment.
  • Strong written and oral communication skills.
  • Strong analytical and problem-solving skills.
  • Detail-oriented.
  • Ability to multi-task; manage multiple projects with tight deadlines.
  • Beauty and/or fragrance experience is preferred.
  • Ability to work on-site; 5 days/week out of our headquarters in Willowbrook, Illinois.

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