Executive Assistant, Promotions

Our Beauty client is seeking an Executive Assistant, Promotions to join their team for the next 6 months, 40 hours/week. This role is hybrid onsite 3 days a week in New York, NY.

Role Summary

The Executive Assistant serves as a critical operational partner supporting procurement, logistics, project coordination, and financial administration activities. This role is responsible for managing inbound shipment tracking, purchase order administration, vendor coordination, invoice resolution, spend reporting, and project status tracking. The position works closely with suppliers, freight forwarders, marketing, accounts payable, receiving teams, and internal stakeholders to ensure timely delivery of goods, accurate financial processing, and successful execution of promotional and merchandising initiatives.

Top Must Have Skills Purchase Order (PO) management and administration

Logistics and supply chain coordination, including international shipments

Vendor and supplier relationship management

Invoice review, reconciliation, and issue resolution

Project coordination and status reporting

Strong organizational and multitasking abilities

Proficiency with procurement, ERP, and reporting systems

Excellent communication and cross-functional collaboration skills

Analytical skills with experience tracking budgets and spend reports

Ability to manage deadlines in a fast-paced environment

Additional Qualifications

Experience supporting procurement, supply chain, operations, or merchandising teams

Knowledge of freight forwarding, shipping documentation, and proof of delivery processes

Understanding of purchasing controls, audit requirements, approvals, and compliance standards

Experience working with Accounts Payable and Receiving teams

Ability to analyze vendor invoices and resolve payment discrepancies

Strong attention to detail and commitment to data accuracy

Experience creating and maintaining project tracking tools and status reports

Advanced proficiency in Microsoft Excel and reporting tools

Experience sourcing promotional products, marketing materials, or retail merchandising items preferred

Responsibilities

Logistics and Shipment Coordination Track all inbound shipments from China and monitor shipment status with freight forwarders.

Confirm delivery timelines and coordinate rerouting of goods when necessary.

Obtain and maintain proof of delivery documentation.

Collaborate with suppliers and logistics partners to ensure complete and accurate delivery of goods.

Provide shipping and logistics documentation to receiving teams to assist in locating delivered items.

Request and approve expedited shipping services when business needs require accelerated delivery.

Procurement and Purchase Order Managemen t

Issue and maintain purchase orders.

Track purchase orders, delivery dates, confirmations, and related procurement activities.

Ensure purchase orders meet auditing and compliance requirements, including appropriate quotes, approvals, and supporting documentation.

Enter confirmations for non-stock purchase orders.

Procure exact rerun items, including color accessories, basic glorifiers, and gift-with-purchase items.

Assist with sourcing new promotional products and materials.

Financial Administration Review invoices to ensure accuracy and compliance with purchase order requirements.

Resolve receiving discrepancies and support invoice issue resolution.

Partner with Accounts Payable to ensure vendors are paid according to contractual terms.

Resolve parked and blocked invoices by coordinating with Receiving and Accounts Payable teams to correct errors.

Track quarterly spending and prepare annual spend reports.

Project Coordination and Reporting Maintain project tracking tools and team status reports for all active initiatives.

Prepare and distribute weekly status reports to Marketing and other key stakeholders.

Ensure Product Information Management (PIM) documentation is completed accurately and on time.

Monitor project milestones, delivery schedules, and key operational activities to support successful execution of team objectives.

Provide administrative and operational support to ensure efficient workflow across multiple projects and stakeholders.

In this position, you may have access to client or customer systems, confidential and/or proprietary information or data. This position…