Office Coordinator/Executive Assistant

Company Description: (MALIN+GOETZ) is a founder-based gender-neutral beauty and lifestyle business based in New York City. We operate flagship apothecaries in NYC, California and Hong Kong: along with an expanding presence online through www.malinandgoetz.com. Additionally, the brand is listed internationally high-end accounts, including Space NK, Selfridges, Liberty and Nordstrom; and amenity partners that include 5* hotels, spas, and concept gyms. Our company champions three values: humanity, empathy + fight, and these values are embedded into everything we do. We foster employees to represent these values in all aspects of their work.

Position Summary: The Office Coordinator/Executive Assistant serves as an integral part of the (MALIN+GOETZ) team, responsible for day-to-day company support for the CEO and all departments, including managing office operations, coordinating events, and providing great customer service. This is a dynamic role at a small, entrepreneurial company.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office Management

• Possess excellent interpersonal skills and the ability to create and maintain professional relationships within all levels of the organization.
• Greet and assist all office visitors in a gracious and friendly manner.
• Manage general office telephone line. Screen calls from customers, potential vendors, suppliers, etc.
• Act as office manager by organizing office inventory and supplies as well as unpacking stock deliveries to the office.
• Manage office supply inventory and product closet inventory.
• Maintain tidiness of office common areas (conference rooms, kitchens, walkways, etc.).
• Organize daily mail and shipments sent to office as well as outgoing mail and packages as needed.
• Plan employee engagement events for the East Coast team including monthly happy hours, milestone celebrations, holidays, etc.
• Update corporate portal highlighting company news.
• Act as office point of contact for security alarm system and keycard entry.

Executive Support

• Handle confidential and sensitive information with discretion and professionalism.
• Provide administrative support to company founders, CEO and overall office staff.
• Prepare monthly expense reports for company founders and CEO.
• Manage complex calendars, schedule meetings, appointments, prepare documents and communication relating to meeting preparation, and coordinate domestic and international travel arrangements.
• Ad hoc project support for CEO.

Competencies:To perform the job successfully, an individual should demonstrate the following.

• Continuous Learning - Assesses own strengths and weaknesses. Pursues training and development opportunities. Seeks feedback to improve performance. Shares expertise with others. Strives to continuously build knowledge and skills.
• Customer Service - Displays courtesy and sensitivity. Manages difficult or emotional customer situations. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.
• Planning & Organization -Integrates changes smoothly. Plans for additional resources. Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner.
• Problem Solving - Develops alternative solutions. Gathers and analyzes information skillfully. Identifies problems in a timely manner. Resolves problems in early stages. Works well in group problem solving situations.
• Teamwork - Balances team and individual responsibilities. Contributes to building a positive team spirit. Exhibits objectivity and openness to others’ views. Gives and welcomes feedback. Puts success of team above own interests.
• Use of Technology - Adapts to new technologies. Demonstrates required skills. Keeps technical skills up to date. Troubleshoots technological problems. Uses technology to increase productivity.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals wit…