Administrative Assistant

Sol de Janeiro; United States; Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Competitive salary and bonus program

Flexible hybrid work environment

Inclusive culture

Job summary

Sol de Janeiro, a renowned beauty brand headquartered in New York, is looking for a proactive Administrative Assistant to support its Global Marketing & Digital Leadership team. This dynamic role requires exceptional organizational and communication skills, with responsibilities including calendar management, event coordination, and cross-functional collaboration.

Candidates should have 5+ years of experience supporting executives, a Bachelor's degree, and the ability to thrive under pressure. The company offers a hybrid work environment, competitive salary, and a culture that values diversity.

Qualifications

• 5+ years of experience supporting senior-level executives in a fast-paced environment.
• Exceptional verbal and written communication skills.
• Proficiency in calendar management tools.

Responsibilities

• Manage complex calendars for executives across multiple time zones.
• Coordinate domestic and international travel itineraries.
• Build strong relationships across various teams.

Skills

Organizational skills

Communication skills

Relationship building

Proactivity

Education

Bachelor’s degree

Tools

Microsoft Office

Google Suite

Job description

Launched in 2015, Sol de Janeiro is a globally recognized, award-winning beauty brand, drawing inspiration from Brazil’s beauty rituals, warmth, and spirit. Sol de Janeiro delivers a sensory experience beloved by multi-generational consumers worldwide, with clinically proven results, transformative textures, and transportive fragrances.

Headquartered in New York and launched as a digitally native brand, we have expanded globally with teams in Paris, London, and Germany. Our commitment to excellence has earned high-profile honors, including being named one of TIME100’s 2024 Most Influential Companies, Fast Company’s 2024 World's Most Innovative Companies, and WWD Beauty Inc’s Power Brands of 2024, underscoring its leadership in the beauty industry and outstanding workplace.

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 and coordinating 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 off‑sites, creative reviews, agency partner meetings, and cross‑functional events.
• Manage agendas, pre‑reads, follow‑ups, and action tracking to ensure seamless execution.

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 system access requests, and supporting onboarding for new Marketing/Digital hires as needed.

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 global priorities.

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).

#LI-Hybrid

Benefits

• Competitive salary and bonus program for full‑time team members.
• Flexible hybrid work environment with opportunities for collaboration and growth.
• Inclusive culture that values diverse perspectives and celebrates individuality.
• The chance to be part of a fast‑growing, award‑winning global beauty brand.

The information contained herein is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee, as these may change or new ones may be assigned at any time.

Sol de Janeiro is committed to diversity and inclusion in the workplace. We are an equal‑opportunity employer and do not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.

Requests for accommodation due to a disability or any other protected characteristic can be made at any stage of the recruitment process and during employment by contacting our People Experience Team at [e-mail].