Administrative Assistant

Sol de Janeiro • New York, NY

6d • $90,000 - $100,000 • Hybrid

About The Position

Sol de Janeiro is seeking a proactive, polished, detail-oriented Administrative Assistant to support its Global Marketing & Digital Leadership team. This dynamic, fast-paced, and highly visible role calls for strong judgment, communication, organization, discretion, and the ability to anticipate needs while remaining positive and composed under pressure.

The position provides executive support by managing complex calendars across time zones, prioritizing requests and communications, and preparing documents and presentations. It also coordinates leadership meetings, offsites, creative reviews, agency meetings, and events, including agendas, follow-ups, room setup, food and beverages, and a welcoming brand-aligned experience for guests.

Operational responsibilities include coordinating travel with the Travel Manager; tracking expenses, invoices, purchase orders, vendors, and budget items with Finance; supporting cross-functional planning and project coordination; handling administrative needs, systems access, onboarding, and office supplies; and managing product and sample requests, inventory, shipments, and distribution. The Assistant will build relationships across internal functions and collaborate with global administrators. The role follows a hybrid schedule, with three days per week in the New York City office.

Requirements

• At least 5 years of experience supporting senior-level executives.
• Demonstrated ability to organize, prioritize, and perform under pressure with shifting deadlines.
• Exceptional verbal and written communication skills, polished professionalism, and executive presence.
• Proactive, resourceful, solution-oriented approach and ability to anticipate needs.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong relationship-building skills and a positive, team-first mindset.
• Proficiency in Microsoft Office, including Excel and PowerPoint, Google Suite, and calendar management tools.
• Comfort navigating ambiguity and supporting strategic and tactical needs.
• Comfort working a hybrid schedule, with three days per week in the New York City office.

Nice To Haves

• Experience in a fast-paced, high-growth environment.
• Experience in luxury beauty, fashion, or consumer brands.
• Bachelor's degree preferred.

Responsibilities

• Manage complex calendars for the Global Marketing & Digital Leadership team, including scheduling across time zones and coordinating high-priority meetings, presentations, and reviews.
• Act as gatekeeper and liaison for the leadership team by prioritizing requests, communications, and meeting flow.
• Prepare, edit, and format documents, presentations, and correspondence with attention to detail and brand alignment.
• Maintain confidentiality and discretion when handling sensitive business, brand, and personnel information.
• Organize and support team meetings, leadership offsites, creative reviews, agency partner meetings, and cross-functional events.
• Manage meeting agendas, pre-reads, follow-ups, and action tracking.
• Set up conference rooms for meetings and events, including layout, technology, and materials.
• Arrange food and beverages for meetings and events, coordinating with vendors and accommodating dietary needs.
• Create a welcoming, brand-aligned experience for office guests and visitors.
• Coordinate domestic and international travel itineraries, agendas, and logistics in partnership with the Travel Manager.
• Submit and track expense reports; manage invoices, purchase orders, vendors, and budget items in partnership with Finance.
• Partner with Creative, Brand, Digital, and Global Marketing teams on planning, alignment, and project coordination.
• Handle general administrative responsibilities, including ordering supplies, managing systems access requests, and supporting onboarding for new Marketing/Digital hires as needed.
• Manage product and sample orders, including requests, inventory and shipment tracking, and distribution to the Marketing & Digital team.
• Build relationships across Marketing, Digital, Creative, HR, Finance, and Executive Leadership to support alignment, communication, and coordination.
• Collaborate with global administrators to support cross-functional initiatives and global priorities.

Benefits

• Competitive salary and bonus program for full-time team members.
• Flexible hybrid work environment with opportunities for collaboration and growth.
• Inclusive culture that values diverse perspectives and celebrates individuality.
• Opportunity to be part of a fast-growing, award-winning global beauty brand.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed