Executive Assistant and Office Manager

bluemercury•New York, NY

14h•$81,120 - $135,120

About The Position

Bluemercury is a leading luxury beauty destination with 178 locations nationwide, known for its client-first service model and personalized beauty interactions. The company offers a curated premium product assortment and aims to help individuals discover their unique selves. As Bluemercury continues to grow, it remains dedicated to its purpose of being the ultimate specialist in the beauty of every individual.

Requirements

5+ years of experience in executive support, office management, workplace operations, or a related role.
Exceptional organizational skills and attention to detail.
Highly proactive with strong follow-through and problem-solving abilities.
Excellent written and verbal communication skills.
Strong judgment and discretion when handling confidential information.
Professional, polished, warm, and service-oriented demeanor.
Ability to manage competing priorities and work independently in a fast-paced environment.
Ability to lift/move boxes up to 25 lbs.
Strong interpersonal skills and ability to interact comfortably with executives, employees, vendors, and external partners.
Proficiency with Microsoft Office and/or Google Workspace.

Nice To Haves

Experience supporting a CEO or senior executive strongly preferred.
Experience in retail, beauty, luxury, or consumer environments is a plus.

Responsibilities

Provide proactive, high-level administrative support to the CEO, including complex calendar management, scheduling, meeting coordination, and travel.
Manage the CEO’s daily schedule and proactively identify and resolve conflicts and competing priorities.
Prepare and update presentations, decks, and other executive materials for meetings, leadership discussions, and presentations as needed.
Generate reports and coordinate the collection of business-related recaps.
Coordinate internal and external meetings, ensuring the CEO has the appropriate materials, information, and preparation.
Own and maintain the company organizational chart in partnership with HR, ensuring it accurately reflects organizational structure, reporting relationships, and changes.
Serve as a key point of contact for individuals and organizations interacting with the CEO.
Manage correspondence, expenses, contacts, and other administrative responsibilities.
Handle confidential and sensitive information with a high degree of discretion.
Support leadership meetings, Board meetings, special events, and other executive engagements.
Work cross-functionally to organize calendars, complex activities, travel, conferences etc.
Provide day-to-day support with technology and other administrative needs, including troubleshooting and coordinating with IT or other resources when needed.
Provide assistance with special projects and other priorities on behalf of the CEO.
Own the day-to-day operations, organization, and presentation of the Bluemercury corporate office, ensuring the space is consistently clean, organized and welcoming.
Manage office supplies, hospitality needs, incoming and outgoing mail, packages, deliveries, and couriers.
Manage relationships with office vendors and service providers and coordinate invoices and services as needed.
Help maintain the overall appearance and functionality of the space, including keeping products, samples, supplies, and other materials organized and appropriately stored.
Ensure conference rooms and shared spaces are organized, properly equipped, and ready for meetings and visitors.
Partner with HR, IT, Finance, and other teams on workplace needs and initiatives.
Identify opportunities to improve office operations, organization, and the overall workplace experience.