Administrative Assistant

ghd; Calabasas (CA); Hybrid; USD 65,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Life and disability insurance

401(k) retirement plan

Paid holidays

Paid time off (PTO)

Job summary

ghd North America in Calabasas, CA is seeking a highly organized Administrative Assistant to support the office and leadership team in a hybrid capacity. The role will split ~60% time with the broader team and ~40% leadership support, demanding urgency, discretion, and strong ownership to manage day-to-day operations.

The successful candidate will handle complex calendars, travel, meetings, and ad hoc projects, while maintaining audit-ready files and effective cross-functional coordination in a

Qualifications

• Minimum 5+ years supporting leadership (Executive, VP, or Managing Director level) in a fast-paced, matrixed organization.
• Demonstrated experience managing complex calendars, travel coordination, and executive-level priorities.
• Strong organizational and time management skills with the ability to manage competing priorities and shifting deadlines.
• High attention to detail with proven ability to review and produce accurate, high-quality deliverables.
• Effective communication skills (written and verbal), with the ability to manage stakeholder interactions professionally.

Responsibilities

• Manage the Lead team complex calendar, prioritizing meetings and engagements to align with key business objectives and maximize time effectiveness, booking rooms and travel for the meetings.
• Act as a gatekeeper by reviewing, prioritizing, and coordinating incoming requests, ensuring timely and appropriate responses.
• Coordinate and execute the rhythm of the ghd North America business (e.g., leadership meetings, business reviews, offsites), ensuring agendas, materials, and follow-ups are completed.
• Organize meetings and monthly townhall meetings for the team including food & beverage and meeting agenda / setup.
• Coordinate domestic and international travel, including detailed itineraries, and administer expense reporting in compliance with company policies.
• Support and administer administrative processes, systems, and documentation: (i.e. purchase orders, invoice tracking, lists, mail/product shipping, trackers, files, vendor set up, e-filing historical documents) to improve efficiency and organization for the office teams; including maintaining audit ready customer files.
• Assist and execute ad hoc projects and cross-functional coordination, tracking deliverables and timelines to ensure completion.

Skills

Calendar management

Travel coordination

Discretion

Communication

Microsoft Office

Prioritization

Stakeholder management

Team collaboration

Ownership

Tools

PowerPoint

Outlook

Microsoft Office

Job description

Location: Calabasas, CA (Hybrid - 3 Days Onsite)

Scope: ghd North America

WHO ARE WE?

Iconic British brand ghd is a global leader in high end professional hair styling tools and the UK’s number one recommended styling brand. Loved by stylists and consumers, loved by press, and loved by the people that work for the brand!

Merging science and innovation, with luxury beauty and style; ghd pioneers new technologies and beautiful designs to create the most technically advanced hair tools in the world. Developed by leading scientists in the dedicated ghd R&D laboratories in Cambridge, ghd tools deliver safer for hair heat styling and have become an essential part of the daily lives of professional hair stylists and consumers globally.

A trusted and loved brand, ghd sells 2 million stylers every year and 5 iconic ghd products are sold every minute. The award-winning ghd tools are used by 200,000 stylists around the world and sold in 30+ countries and more than 45,000 premium salons.

Renowned for game changing innovation and superior performance, at ghd we are on a mission to transform lives with the power of a good hair day!

ABOUT THE ROLE:

We are seeking a highly organized and proactive Administrative Assistant to directly support the office and leadership team in Calabasas for ghd North America. This role will be split with ~60% of the time supporting the broader team and ~40% administrative/leadership support.

This role is a critical partner to the leadership and larger office team enabling effective management of the business through seamless coordination, strong prioritization, and proactive management of day-to-day operations. The ideal candidate operates with urgency, discretion, and a high level of ownership, anticipating needs and ensuring that daily support functions for the team are covered including meeting and travel organization but also administrative support and project management.

KEY RESPONSIBILITIES

• Manage the Lead team complex calendar, prioritizing meetings and engagements to align with key business objectives and maximize time effectiveness, booking rooms and travel for the meetings
• Act as a gatekeeper by reviewing, prioritizing, and coordinating incoming requests, ensuring timely and appropriate responses
• Coordinate and execute the rhythm of the ghd North America business (e.g., leadership meetings, business reviews, offsites), ensuring agendas, materials, and follow-ups are completed
• Organize meetings and monthly townhall meetings for the team including food & beverage and meeting agenda / setup
• Coordinate domestic and international travel, including detailed itineraries, and administer expense reporting in compliance with company policies
• Support and administer administrative processes, systems, and documentation: (i.e. purchase orders, invoice tracking, lists, mail/product shipping, trackers, files, vendor set up, e-filing historical documents) to improve efficiency and organization for the office teams; including maintaining audit ready customer files
• Assist and execute ad hoc projects and cross-functional coordination, tracking deliverables and timelines to ensure completion

Minimum Qualifications

• Minimum 5+ years supporting leadership (Executive, VP, or Managing Director level) in a fast-paced, matrixed organization
• Demonstrated experience managing complex calendars, travel coordination, and executive-level priorities
• Strong organizational and time management skills with the ability to manage competing priorities and shifting deadlines
• High attention to detail with proven ability to review and produce accurate, high-quality deliverables
• Effective communication skills (written and verbal), with the ability to manage stakeholder interactions professionally
• High level of discretion and integrity when handling confidential and sensitive information
• Strong proficiency in Microsoft Office (particularly PowerPoint and Outlook)
• Proactive and solutions-oriented mindset with the ability to anticipate needs and act independently
• Strong judgment and decision-making skills, particularly in prioritization and stakeholder management
• Collaborative approach with the ability to build relationships across teams and functions
• Resourceful and adaptable, with a strong sense of ownership and accountability

We disclose the compensation range for positions in compliance with local law. Actual salaries will vary and may be above or below the range based on various factors including but not limited to location, experience, skills and in comparison to internal incumbents currently in similar roles—Pay Range: 65,000 – 75,000 salary per year. The range listed is just one component of Wella Company's total rewards package for employees.

Other rewards may include annual bonus plan or variable pay, depending on the role.

• health insurance
• life and disability insurance
• 401(k) retirement plan
• paid holidays
• paid time off (PTO)

NOTICES

All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status.

If you need assistance and/or a reasonable accommodation due to a disability during the application process, please email [e-mail]. This email account will not respond to inquiries regarding the status of a candidate’s application.

Qualified Applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Information regarding your rights: Know Your Rights and Pay Transparency Nondiscrimination Provision.