Administrative Assistant - TOM FORD BEAUTY & Couture Brands

ELC Beauty LLC•New York, NY

23d

About The Position

TOM FORD BEAUTY is seeking a polished, resourceful, and highly organized Administrative Assistant to support the SVP, Global Image, the VP, Creative, and the broader Creative Department in New York, NY. The role provides executive support, manages complex calendars and priorities, coordinates meetings, and serves as a key point of contact for internal and external partners. The successful candidate anticipates needs, exercises discretion, and helps a fast-paced, collaborative, and highly visible team stay organized and moving forward with confidence and precision. The position also provides travel, event, and high-touch administrative support. It requires sound judgment, exceptional attention to detail, and the ability to navigate changing priorities and a demanding organization. The assistant may need to support occasional early-morning or evening needs based on executive and business priorities.

Requirements

At least 3 years of experience supporting a senior executive.
Exceptional written and verbal communication skills and confidence interacting with leadership.
Advanced proficiency in Microsoft Office, including Outlook, PowerPoint, Excel, and Teams or Zoom.
Exceptional calendar strategy and time management.
Proactive anticipation and follow-through.
Calmness under pressure and adaptability to change.
Resourcefulness, accountability, and practical problem-solving.
High attention to detail and a service-oriented mindset.

Nice To Haves

Experience supporting an SVP, President, or C-suite leader.
Experience in a highly collaborative industry.
Bachelor's degree or equivalent relevant experience.

Responsibilities

Oversee day-to-day operations for the SVP and VP, managing multiple priorities with urgency and efficiency.
Manage complex calendars across multiple time zones, including daily meetings and senior leadership requests, and balance competing priorities.
Maintain visibility into the broader leadership calendar, anticipate scheduling conflicts and downstream impacts, recommend solutions, protect focus time, and prepare the SVP and VP for commitments.
Coordinate high-volume internal and external meeting requests, vet priorities, confirm attendees, manage logistics, and communicate changes.
Handle sensitive and confidential information with discretion, maturity, and sound judgment.
Support occasional early-morning or evening needs based on executive and business priorities.
Coordinate and plate lunch for the CEO and assist the SVP with lunch arrangements according to preferences and schedules.
Arrange and manage domestic and international travel, including flights, accommodations, ground transportation, itineraries, changes, visas, and contingency planning.
Remain composed and solutions-oriented when priorities change or unexpected issues arise.
Maintain the department calendar and coordinate recurring team meetings, leadership meetings, and department updates.
Manage meeting and event logistics, including catering, room setup, technology, and last-minute adjustments.
Coordinate department communications, announcements, and information clearly and with appropriate urgency.
Support onboarding and offboarding logistics for new hires and freelancers in coordination with HR and department leadership.
Support department IT-ticket and office-services-ticket needs.
Coordinate expense reporting in accordance with company policies, ensuring complete documentation and timely approvals using Concur and AMEX, including Corporate Cards and CMC Card.
Maintain department contact lists, references, calendars, and shared team resources.