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C-Suite Administrative Coordinator
2 months ago
Job Title: C-Suite Administrative Coordinator
Department: People & Culture
Manager: People & Culture Manager
About Us
Founded by Lady Gaga, Haus Labs is a vegan and cruelty-free cosmetics brand dedicated to promoting kindness, bravery, and creativity. Our diverse range of products encourages self-expression, featuring high-impact eye makeup, lipsticks, highlighters, and more. We are committed to fostering an inclusive and equitable workplace where everyone feels welcome, regardless of their background.
Position Overview
The C-Suite Administrative Coordinator will provide essential support to our executive leadership team. Key responsibilities include managing executive calendars, coordinating travel arrangements, processing expense reports, and preparing meeting spaces for executive gatherings. This role will also serve as a liaison between the executive team and Haus of Gaga, facilitating travel for team members as necessary. The ideal candidate will be the first point of contact for visitors and will ensure that all meeting accommodations meet the expectations of our executives. A proactive, dependable individual with strong communication skills and the ability to maintain confidentiality is essential for success in this role. This position requires on-site work five days a week (Monday - Friday).
Key Responsibilities
- Calendar Management: Efficiently manage executives' schedules, including setting up meetings and sending reminders.
- Understand each executive's preferences for scheduling.
- Prepare concise agendas for critical meetings.
- Plan quarterly in-person executive meeting weeks.
- Monitor travel and PTO schedules, providing timely reminders.
- Travel Coordination: Arrange travel and accommodations for executives.
- Book flights and hotels within budget guidelines.
- Maintain a calendar of all travel plans, sharing reminders as needed.
- Create travel itineraries upon request.
- Meeting Support: Attend executive meetings as required and take detailed notes.
- Document key points and action items from meetings.
- Ensure follow-up on action items.
- Distribute meeting minutes to relevant parties.
- Maintain professionalism and confidentiality in all communications.
- Communication Formatting: Prepare documents for internal and external communication, including memos, emails, presentations, and reports.
- Adhere to brand standards in all documentation.
- Print and bind presentation materials for meetings.
- Uphold professionalism and kindness in all interactions.
- Lunch and Coffee Orders: Manage lunch and coffee orders for meetings, ensuring budget compliance.
- Expense Management: Assist with expense tracking and reporting for executives.
- Verify expense reports for proper coding.
- Collaborate with executives to ensure timely submission of monthly reports.
- At least 4 years of experience in an Executive Assistant or Office Management role.
- Experience supporting multiple executives simultaneously.
- Exceptional verbal and written communication skills.
- Strong interpersonal and customer service abilities.
- Excellent organizational skills with a keen attention to detail.
- Adept at multitasking and prioritizing tasks effectively.
- Demonstrates sound judgment regarding business priorities.
- Proficient in GSuite and Microsoft Office Suite or similar software.
- Ability to handle confidential information with discretion.
- Familiarity with office equipment and applications.
- Proactive problem solver with a flexible approach to challenges.
- Positive attitude and ability to thrive in a dynamic office environment.
- At Haus Labs, effective communication is as vital as the content shared. We seek collaborative team players with strong communication skills.
- Self-starters with an entrepreneurial mindset are encouraged to apply.
- Ability to thrive in a fast-paced, agile environment is essential.
- Team players who approach challenges with curiosity and positivity are highly valued.
- We welcome individuals who embrace constructive feedback and possess a meticulous attention to detail.
ART: We believe in the transformative power of creativity.
SCIENCE: We drive innovation through a blend of artistry and scientific principles.
KINDNESS: We are a community that values inclusivity and universal acceptance.
What We Offer
- Comprehensive Medical, Dental, & Vision Insurance.
- Paid Parental Leave for all parents.
- Flexible time-off policies.
- Cell phone stipend.
- 401(k) plan.
- Equity opportunities.
- Life Insurance coverage.
- Engaging company events.
At Haus Labs, we celebrate diversity and are committed to creating an inclusive environment for all employees. We welcome individuals from all backgrounds and experiences.
