Administrative Assistant

Administrative Assistant, Full Time

Long Island City, NY, United States

Full time Schedule

$53,520-$89,160 annually*

* based on job, location, and schedule

JOB DESCRIPTION

About Bluemercury:

With 178 locations across the country and growing, Bluemercury pioneered a client-first service model that emphasizes hyper-personalized, high-quality beauty interactions. The leading luxury beauty destination and Macy’s, Inc. nameplate offers a highly curated and premium product assortment across a range of categories, Bluemercury helps people discover their unique self by shining a light on what makes them wonderfully distinctive. As Bluemercury continues to evolve, it remains committed to its original intent to serve people and embrace its purpose to be the ultimate specialist in the beauty of every individual. For more information, please visit www.bluemercury.com.

Job Summary:

We are currently seeking an experienced Executive Administrative Assistant to join our team in the New York metro area (LIC adjacent), reporting directly to the Head of People. In this pivotal role, you will play a key part in maintaining a seamlessly organized and professional office environment, collaborating with cross-functional partners, managing calendars, coordinating travel arrangements, and providing critical administrative support for major meetings and events across diverse locations. As a self-starter with 5-7 years of administrative experience, you will excel in a fast-paced setting, showcasing exceptional interpersonal skills, effective communication, and a proven mastery of Microsoft Office Applications.

This is a hybrid position, requiring a minimum of 2 days a week onsite at Bluemercury's offices, located in Long Island City, New York.

Key Responsibilities:

• Maintain established system for receiving, processing, and transporting vendor samples and coordinate logistics for various physical packages
• Collaborate with cross-functional partners to maintain a professional office workspace
• Responsible for proactively managing daily calendars and resolving scheduling challenges: accepting and scheduling virtual and in-person meetings and conference calls, initiating meetings (that occur 9a-5p) and overall administrative support
• Coordinate travel arrangements including itineraries, agendas, and accommodations
• Process monthly expense reports. Manage incoming bills and statements related to expense report processing
• Support in administrative planning and coordinating of major meetings, in various cities, inside and outside our store locations and in multiple corporate offices, including: reserving conference rooms and working with Office Services for room setups, audio-visual needs, security, transportation of materials, catering, etc.
• Assist with PowerPoint presentations: create slides, make edits.
• Assist with Excel outputs and reporting to share key data with stakeholders
• Collects agenda topics as requested for standing team meetings
• Order office supplies and handle other office related procurement activities, as needed
• Collaborate with other corporate Administrative Assistants, when necessary
• Proactively handle any routine matters
• Ad hoc general administrative duties

Qualifications:

• 5-7 years of administrative experience supporting a team and senior-level executives in a fast-paced environment
• Ability and willingness to travel to the corporate office several times a week
• Exceptional interpersonal skills, self-starter who is comfortable working cross-functionally
• Business writing & verbal communication skills
• Shown mastery in Microsoft Office Applications with emphasis on PowerPoint and Excel.
• Forward looking thinker and problem solver who actively seeks opportunities and proposes solutions
• Deadline driven with flexibility and superior organizational skills
• Adaptable to changing job requirements as business needs evolve; ability to effectively prioritize work with competing priorities
• Ability to resolve issues without close supervision

Will this position have direct reports?

• This is an individual contributor position and will have no direct reports

Where does this role report?

• To the Head of People.

Where is this role located?

• This is a hybrid position and will require at least 2x per week in our Long Island City HQ.

If you are a forward-thinking problem solver with a passion for the beauty industry and a commitment to diversity, Bluemercury is the place for you. Join us in revolutionizing the purchase of cosmetics and skincare, as we continue to expand our footprint and bring personalized product advice and spa services to beauty enthusiasts nationwide