Executive Assistant
Lake Worth, FL Lake Worth, FL Full-time Full-time $70,000 - $75,000 a year $70,000 - $75,000 a year 22 hours ago 22 hours ago 22 hours ago Prepare to be SKINspired! Image Skincare is currently seeking new team members to join the fastest growing skincare brand in the industry.
If you're a high-energy, ambitious leader in your profession, we want to speak with you! Our Philosophy is simple.
Image Now.
Age later(TM).
Image Skincare is an evidence-based clinical skin care company, providing professional skincare products and effective skincare solutions in over 60 countries worldwide.
The most innovative brand in the industry, Image Skincare consistently produces the latest anti-aging, balancing, hydrating, and illuminating technologies to further our mission of helping the world to Age Later(TM).
Job purpose The Executive Assistant is responsible for managing the schedules and communications of key company executives.
Their duties include prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements.
The main tasks of the Executive Assistant will be handling office-management duties, making travel arrangements, handling calendar events, organizing reports and documents, answering phone calls, setting up meetings, screening visitors, and many more similar duties.
Duties and responsibilities Daily calendar management for CEO & CFOO Travel coordination for CEO & CFOO (including but not limited to flights, hotels, rental cars, travel visas, itineraries, etc.
).
Additional travel support for guests, new hires, Board Members, and others as needed.
Concur Administrator:
Processing of monthly expense reports for Executive corporate card, CEO and CFOO.
Add new hires to the program & send welcome/setup email.
Remove employees from the system when no longer with IMAGE.
Training for new hires both virtually and in person.
Troubleshoot Travel & Expense questions for all employees.
Review & approve expense reports, both for CEO's direct reports and final approval on all expense reports prior to Finance weekly batching for payment.
Monthly tracking for Corporate Card holder expense submissions and BDM expense submissions (emails and checklist)Communicate with all employees with questions regarding expense payment dates.
Corporate Credit Card distribution - Signature sheet for receipt of card and Fraud Alert email Event Planning (Board Meetings, COE trip, Strategy offsite's, etc.
) onsite, offsite, and virtual.
Manage onsite meetings (guest Wi-Fi, meals, tech, etc.
) Gift Procurement (as needed, raffles for Sales Team, gifts for employees, company swag, etc.
) Founder, Board Member and VIP product orders (specific process with Customer Service and Warehouse for these accounts) Mange Executive product request from budgeted account (specific process with Customer Service and Warehouse for these accounts) Product donation baskets DoorDash program administrator - add/remove employees monthly.
Add monetary credits to individuals accounts on as needed basis.
Town Hall planning & execution - work alongside C2, Events & HR Notary - mostly for international shipping documents and financial documents, others as needed.
Executive Hall Supplies - Make sure all items remain fully stocked (coffee, tea, cups, water, snacks, etc.
) Monthly Newsletter support Troubleshoot technical issues when C2 is unavailable.
Manage Contract Controls spreadsheet.
Other special projects as assigned.
Support other Executives and department leaders as needed if schedule permits.
Qualifications Proficient with Microsoft Suite (Work, Excel, PowerPoint, Outlook) Knowledge of Concur platform is helpful.
Able to maintain a high level of discretion and confidentiality.
Skilled at anticipating the needs of the department and being proactive to get ahead of problems or situations that may arise.
Effective oral and written communication skills.
Ability to problem solve effectively and efficiently.
Ability to appropriately prioritize responsibilities.
Positive and collaborative attitude professional, capable, self-confident Highest level of discretion, loyalty, and integrity Able to maintain composure in fast-paced, high-performance environment Proactive, energetic, with a get it done attitude Ability to understand when a sense of urgency is required Excellent negotiator--pushes for best pricing when purchasing products or services Highly proactive and resourceful, able to solve problems with minimal oversight Ability to adjust to and accommodate changing circumstance Highly organized & excellent eye for detail Minimum of 5 years' experience in office management and/or an administrative role providing support to senior level management; minimum of 3 years' experience as personal assistant in a high-net worth household with children.
Notary public a plus; affinity for beauty and wellness industries a plus Working conditions Fast paced, high energy environment Position is based at the corporate office, must have flexible schedule, some nights and weekends Hybrid position, four days in office and one day remote Benefits Available:
8 Paid Holidays Medical, Dental, Vision and Life Insurance (after 30 days of employment) 401 (k) (after one year of service) Employee Corporate Discount Program PTO (Paid Time Off) Job Type:
Full-time Pay:
$70,000.
00 - $75,000.
00 per year Schedule:
8 hour shift Work Location:
Hybrid remote in Lake Worth, FL 33462.
Estimated Salary: $20 to $28 per hour based on qualifications.
If you're a high-energy, ambitious leader in your profession, we want to speak with you! Our Philosophy is simple.
Image Now.
Age later(TM).
Image Skincare is an evidence-based clinical skin care company, providing professional skincare products and effective skincare solutions in over 60 countries worldwide.
The most innovative brand in the industry, Image Skincare consistently produces the latest anti-aging, balancing, hydrating, and illuminating technologies to further our mission of helping the world to Age Later(TM).
Job purpose The Executive Assistant is responsible for managing the schedules and communications of key company executives.
Their duties include prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements.
The main tasks of the Executive Assistant will be handling office-management duties, making travel arrangements, handling calendar events, organizing reports and documents, answering phone calls, setting up meetings, screening visitors, and many more similar duties.
Duties and responsibilities Daily calendar management for CEO & CFOO Travel coordination for CEO & CFOO (including but not limited to flights, hotels, rental cars, travel visas, itineraries, etc.
).
Additional travel support for guests, new hires, Board Members, and others as needed.
Concur Administrator:
Processing of monthly expense reports for Executive corporate card, CEO and CFOO.
Add new hires to the program & send welcome/setup email.
Remove employees from the system when no longer with IMAGE.
Training for new hires both virtually and in person.
Troubleshoot Travel & Expense questions for all employees.
Review & approve expense reports, both for CEO's direct reports and final approval on all expense reports prior to Finance weekly batching for payment.
Monthly tracking for Corporate Card holder expense submissions and BDM expense submissions (emails and checklist)Communicate with all employees with questions regarding expense payment dates.
Corporate Credit Card distribution - Signature sheet for receipt of card and Fraud Alert email Event Planning (Board Meetings, COE trip, Strategy offsite's, etc.
) onsite, offsite, and virtual.
Manage onsite meetings (guest Wi-Fi, meals, tech, etc.
) Gift Procurement (as needed, raffles for Sales Team, gifts for employees, company swag, etc.
) Founder, Board Member and VIP product orders (specific process with Customer Service and Warehouse for these accounts) Mange Executive product request from budgeted account (specific process with Customer Service and Warehouse for these accounts) Product donation baskets DoorDash program administrator - add/remove employees monthly.
Add monetary credits to individuals accounts on as needed basis.
Town Hall planning & execution - work alongside C2, Events & HR Notary - mostly for international shipping documents and financial documents, others as needed.
Executive Hall Supplies - Make sure all items remain fully stocked (coffee, tea, cups, water, snacks, etc.
) Monthly Newsletter support Troubleshoot technical issues when C2 is unavailable.
Manage Contract Controls spreadsheet.
Other special projects as assigned.
Support other Executives and department leaders as needed if schedule permits.
Qualifications Proficient with Microsoft Suite (Work, Excel, PowerPoint, Outlook) Knowledge of Concur platform is helpful.
Able to maintain a high level of discretion and confidentiality.
Skilled at anticipating the needs of the department and being proactive to get ahead of problems or situations that may arise.
Effective oral and written communication skills.
Ability to problem solve effectively and efficiently.
Ability to appropriately prioritize responsibilities.
Positive and collaborative attitude professional, capable, self-confident Highest level of discretion, loyalty, and integrity Able to maintain composure in fast-paced, high-performance environment Proactive, energetic, with a get it done attitude Ability to understand when a sense of urgency is required Excellent negotiator--pushes for best pricing when purchasing products or services Highly proactive and resourceful, able to solve problems with minimal oversight Ability to adjust to and accommodate changing circumstance Highly organized & excellent eye for detail Minimum of 5 years' experience in office management and/or an administrative role providing support to senior level management; minimum of 3 years' experience as personal assistant in a high-net worth household with children.
Notary public a plus; affinity for beauty and wellness industries a plus Working conditions Fast paced, high energy environment Position is based at the corporate office, must have flexible schedule, some nights and weekends Hybrid position, four days in office and one day remote Benefits Available:
8 Paid Holidays Medical, Dental, Vision and Life Insurance (after 30 days of employment) 401 (k) (after one year of service) Employee Corporate Discount Program PTO (Paid Time Off) Job Type:
Full-time Pay:
$70,000.
00 - $75,000.
00 per year Schedule:
8 hour shift Work Location:
Hybrid remote in Lake Worth, FL 33462.
Estimated Salary: $20 to $28 per hour based on qualifications.
|
|
 | |
