Administrative Assistant - Beauty

Atrium; Secaucus (NJ); On-site; USD 43,000 - 58,000; Full time

Job summary

Atrium on behalf of our client is seeking an Administrative Assistant - Beauty based in Secaucus, NJ. The role supports the Product Development team across multiple beauty launches, ensuring accurate tracking of timelines, components, and approvals while maintaining organized documentation and vendor communication.

The ideal candidate will have strong organizational and communication skills, experience with Excel, and the ability to manage multiple projects and deadlines with proactive

Qualifications

• High school diploma or equivalent required.
• Associate degree or related coursework preferred.
• Experience with Excel and inventory tracking helpful.
• Experience coordinating with vendors and managing timelines preferred.
• Beauty/product development interest preferred.

Responsibilities

• Track multiple product launches from development through production and delivery.
• Maintain detailed status updates for each launch and related sub-items.
• Monitor ETAs and follow up with vendors, labs, and internal teams.
• Flag delays or missing information before launch dates.
• Enter and maintain purchase orders and work orders accurately.
• Coordinate components sent to labs and manufacturers.
• Keep launch trackers and statuses current.
• Monitor inventory levels and reorder needs.

Skills

Strong organizational skills

Attention to detail

Multi-tasking

Excel proficiency

Communication skills

Education

High school diploma

Associate degree or related coursework

Tools

Purchase order systems

Inventory tracking systems

Job description

Atrium is seeking on behalf of our client an Administrative Assistant - Beauty based in Secaucus, NJ.

A background check may be run only after a conditional offer is made, where permitted by law.

Location: Secaucus, NJ

Employment Type: Full-time

Compensation: $50k

Position Overview

The Administrative Assistant will support the Product Development team in managing multiple beauty product launches from concept through delivery. This role ensures accurate tracking of timelines, components, and approvals while maintaining organized documentation and communication with vendors and internal teams. The position requires strong attention to detail and proactive follow-up to keep projects on schedule. Must be legally authorized to work in the United States.

Responsibilities

• Track multiple product launches from development through production and delivery, ensuring deadlines are met.
• Maintain detailed status updates for each launch and related sub-items, including formulas, samples, components, artwork, testing, approvals, production, and shipping.
• Monitor ETAs and follow up consistently with vendors, labs, and internal teams on outstanding items.
• Flag delays, missing information, or potential timeline issues before they impact launch dates.
• Enter and maintain purchase orders and work orders, ensuring accuracy in information, quantities, and timing.
• Coordinate and track components being sent to labs and manufacturers, ensuring timely shipment for open work orders.
• Confirm component receipt with labs and ensure work orders proceed as scheduled.
• Maintain organized launch trackers and keep statuses, ETAs, and deadlines current.
• Track inventory levels for existing products and identify items approaching reorder needs.
• Assist with monitoring open purchase orders, production timing, and expected deliveries.
• Follow up on samples, components, approvals, pricing, and other outstanding development needs.
• Keep product files, specifications, samples, and project information organized.

Required Experience/Skills

• Strong organizational and follow-up skills with the ability to manage multiple priorities.
• Excellent attention to detail and accuracy in tracking information.
• Ability to manage multiple projects, deadlines, and individual components simultaneously.
• Proactive and comfortable following up repeatedly when information or deliverables are outstanding.
• Strong written and verbal communication skills for effective collaboration.
• Proficiency with Excel or other project/inventory tracking systems.
• Ability to prioritize tasks and recognize when issues need escalation.

Preferred Experience/Skills

• Interest in beauty, cosmetics, or product development.
• Prior internship or 1–2 years of relevant experience in administrative or project coordination roles.
• Experience working with vendors and managing timelines.
• Knowledge of purchase order and inventory management processes.

Education Requirements

• High school diploma or equivalent required.
• Associate degree or coursework in business administration, supply chain, or related field preferred.
• Training or certification in project coordination or inventory management is a plus.
• Proficiency in Microsoft Office Suite, especially Excel.
• Continued learning in beauty industry trends and compliance standards encouraged.

If eligible under the ACA, medical, dental and vision benefits and time off in accordance with local paid sick time laws will be offered. Additional benefits may include paid holidays, a 401(k)-retirement plan, life insurance, disability coverage, and an employee assistance program, where applicable. Other compensation programs may include overtime, shift differentials, bonuses, commissions, or other incentive compensation, where applicable.

Commitment to Diversity

As a woman-owned firm, we value diversity. We are an equal opportunity and affirmative action employer and will consider all applications without regard to race, sex (including gender, pregnancy, sexual orientation and gender identity), age, color, religion or creed, national origin or ancestry, veteran status, disability (physical or mental), genetic information, citizenship or any other characteristic protected by law. We will ensure that individuals with disabilities are provided with reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Candidates who apply for roles through the Atrium website will be added to our candidate pool and may be considered for additional roles of a similar title. Please contact us to request an accommodation.

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