Administrative Assistant

What You’ll Do

We are seeking a highly proactive, polished, and detail-obsessed Administrative Assistant to support our Global Marketing & Digital Leadership team. This is a dynamic, fast-paced, and highly visible role that requires exceptional judgment, communication, and organizational excellence.

The ideal candidate thrives in a high-growth environment, anticipates needs before they arise, and is a true team player who brings positivity, discretion, and calm under pressure.

What You’ll Be Working On

Executive Support

• Manage complex calendars for the Global Marketing & Digital Leadership team including scheduling across multiple time zones andcoordinating high-priority meetings, presentations, and reviews.
• Act as gatekeeper and liaison on behalf of the Global Marketing & Digital Leadership team , prioritizing requests, communications, and meeting flow.
• Prepare, edit, and format documents, presentations, and correspondence with high attention to detail and brand alignment.
• Maintain strict confidentiality and discretion when handling sensitive business, brand, and personnel information.

Meeting & Event Coordination

• Organize and support key Marketing & Digital team meetings, leadership offsites, creative reviews, agency partner meetings, and cross-functional events.
• Manage agendas, pre-reads, follow-ups, and action tracking to ensure seamless execution.
• Set up and prepare conference rooms for meetings and events, including layout, technology, materials, and a polished, welcoming presentation.
• Order, arrange, and provide food and beverages for meetings and events, coordinating with vendors and managing dietary needs.
• Create a warm, memorable "Sol experience" for guests and visitors to the office, ensuring every Marketing & Digital team event reflects our brand.

Operational & Administrative Support

• Coordinate domestic and international travel itineraries, agendas, and logistics for the key leadership team members in partnership with the Travel Manager.
• Submit and track expense reports; manage invoices, purchase orders, vendors, and budget items in partnership with Finance.
• Partner closely with the Creative, Brand, Digital, and Global Marketing teams to support planning, alignment, and project coordination needs.
• Handle general administrative responsibilities including ordering supplies, managing systems access requests, and supporting onboarding for new Marketing/Digital hires as needed.
• Manage orders for products and samples, including placing requests, tracking inventory and shipments, and distributing items to the Marketing & Digital team.

Cross-Functional Collaboration

• Build strong relationships across Marketing, Digital, Creative, HR, Finance, and Executive Leadership to ensure alignment, communication, and flawless coordination.
• Collaborate with a broader network of global admins to ensure consistent support for cross-functional initiatives and globalpriorities.

Must Haves

• 5+ years of experience supporting senior-level executives, preferably in a fast-paced, high-growth environment; luxury beauty,fashion, or consumer brand experience is a plus.
• Bachelor's degree preferred.
• Demonstrated ability to organize, prioritize, and excel under pressure with shifting deadlines.
• Exceptional verbal and written communication skills, with polished professionalism and executive presence.
• Highly proactive, resourceful, and solution-oriented - always thinking two steps ahead.
• Ability to maintain confidentiality and handle sensitive information with absolute discretion.
• Strong relationship-building skills with a positive, team-first mindset.
• Proficiency in Microsoft Office (Excel, PowerPoint), Google Suite, and calendar management tools.
• Comfortable navigating ambiguity and supporting both strategic and tactical needs.
• Must be comfortable working a hybrid schedule (3 days per week in our NYC office).

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