Brand Admin

Princess Polly; West Hollywood (CA); On-site; USD 34,000 - 48,000; Part time

Job summary

Princess Polly is seeking a part-time Brand Admin to join our US Retail team in West Hollywood. You will support the US leadership with executive and operational tasks, coordinate complex calendars across time zones, and manage invoicing and financial reporting to ensure accuracy and timely decisions.

You will partner with Retail Ops, Finance, and cross-functional teams to maintain organization, document management, and dashboard updates, providing leadership coverage when needed.

Qualifications

• 4+ years of experience in administrative, executive assistant, or operational support roles.
• Strong organizational and time management skills with the ability to handle multiple priorities.
• Proven ability to manage scheduling, correspondence, and documentation for senior leaders.
• Experience in invoice processing, financial tracking, and expense reconciliation.
• Proficient in Microsoft Office Suite, Google Workspace, and internal business systems.
• Strong communication skills and ability to work effectively with cross-functional teams.
• Discretion and professionalism in handling confidential information.
• Preferred - retail industry experience.

Responsibilities

• Executive & Operational Support: Provide high level administrative support, including scheduling, documentation, and communications.
• Financial Administration: Review and approve invoices, ensure accuracy and budget compliance; track financial documentation for reporting.
• Reporting & Information Management: Support operational reporting and prepare materials for leadership reviews, dashboards and updates.
• Leadership Coverage & Continuity: Step in to support operations when the National Director is out of office and maintain momentum on initiatives.

Skills

Executive support

Calendar management

Invoice processing

Cross-functional collaboration

Document management

Communication

Discretion

Tools

Microsoft Office

Google Workspace

Internal business systems

Job description

Princess Polly is the global fashion brand at the forefront of trend-driven, lower impact and accessible apparel. Established as an online force in the Australian retail scene in 2010, Princess Polly quickly became the clothing brand found in every influencer haul, viral TikTok, Instagram OOTD and celeb street looks. Now, one of the fastest-growing online women's fashion brands in the USA, Princess Polly has been delivering the best online shopping experience to customers worldwide for over 10 years.

As a part of A.K.A Brands; we are a global player with offices located in Los Angeles and Australia’s Gold Coast. With big plans ahead, we’re always on the hunt for new talent to join our global team.

We are growing our team and are seeking talented individuals like YOU to join the Polly team. Think you can help us in our journey of becoming the best online shopping destination like...ever? If you’re a motivated team player that’s obsessed with all-things fashion and pop culture, we’d love to hear from you.

The part-time Brand Admin serves as a critical operational partner to the US leadership team, ensuring seamless coordination, financial oversight, and executive support across the business.

In addition to managing scheduling, documentation, and communication, this role holds responsibility for approving all invoices, supporting key operational reporting, and stepping in to provide leadership coverage when the National Retail Director or Retail Development Manager is out of office. By acting as a central point of continuity, safeguarding financial accuracy, and enabling informed, timely decision-making, the position plays a pivotal role in maintaining the efficiency, accountability, and strategic momentum of Princess Polly’s US Retail operations.

Organizational Contribution & Influence

The Brand Admin acts as an essential operational and administrative hub for Princess Polly’s US leadership team, bridging communication and workflow between Retail Ops, HQ, the Distribution Center, and external partners. This role partners closely with Retail Operations, Finance, Team Experience, Merch, Operations, and cross-functional support teams to ensure accurate invoice processing, timely reporting, and seamless coordination of leadership priorities. Through precise execution, proactive problem solving, and a collaborative approach, the role reinforces organizational alignment, operational efficiency, and leadership effectiveness across the US business.

Key Responsibilities

1. Executive & Operational Support

• Provide high level administrative support, including scheduling, documentation, and communications.
• Manage leadership priorities to ensure deadlines and deliverables are met.
• Coordinate complex calendars, schedule meetings across multiple time zones, and anticipate scheduling conflicts.
• Serve as a central point of organization, ensuring information, tasks, and communications flow efficiently across the team.

2. Financial Administration

• Review and approve all invoices, ensuring accuracy and adherence to budgetary guidelines.
• Liaise with Retail Operations departments to ensure timely processing and reconciliation of all invoices.
• Track and organize financial documentation to support budget reporting and forecasting.

3. Reporting & Information Management

• Support operational reporting and prepare materials for leadership reviews, including regular dashboards and status updates.
• Maintain organized records, files, and documentation for quick retrieval.
• Coordinate data collection across departments to ensure accuracy and consistency in reporting.
• Develop and maintain systems of organization that improve efficiency and streamline workflows.

4. Leadership Coverage & Continuity

• Step in to support operations when the National Director is out of office.
• Maintain momentum on critical initiatives and act as liaison between leadership and teams.
• Ensure continuity of communication, documentation, and scheduling during leadership absence.

Skills & Experience

• 4+ years of experience in administrative, executive assistant, or operational support roles.
• Strong organizational and time management skills with ability to handle multiple priorities.
• Proven ability to manage scheduling, correspondence, and documentation for senior leaders.
• Experience in invoice processing, financial tracking, and expense reconciliation.
• Proficient in Microsoft Office Suite, Google Workspace, and internal business systems.
• Strong communication skills and ability to work effectively with cross-functional teams.
• Discretion and professionalism in handling confidential information.
• Preferred - retail industry experience.

Qualities & Attributes

• Highly organized and detail focused with a commitment to accuracy.
• Trusted partner who safeguards sensitive information with discretion.
• Clear communicator who ensures smooth information flow between stakeholders.
• Flexible and resourceful, able to adapt quickly to shifting priorities.
• Proactive in anticipating leadership needs and addressing them without prompting.
• Positive team player who contributes to a collaborative and supportive work culture.

Compensation range: $25-35 per hour

Part time schedule of 25-29 hours weekly