Executive Assistant

Maesa; New York (NY); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Wellness programs

Life and disability insurance

Retirement savings plans

Paid time off

Hybrid office setup

Paid leave options

Job summary

Maesa is seeking a highly organized Executive Assistant to join our New York City team. You will support C-Suite executives, manage multiple calendars, coordinate domestic and international travel, and process expense reports using Concur.

The role requires in-office work five days a week in NYC, with strong communication, attention to detail, and the ability to handle confidential information in a fast-paced environment.

Qualifications

• Minimum 2 years of experience as an Executive Assistant.
• Proven experience managing multiple calendars and coordinating complex schedules.
• Proficient in using Concur for travel and expense management.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and work independently in a fast-paced environment.
• Detail-oriented and accurate.
• Ability to maintain confidentiality.
• High school diploma or equivalent; associate's or bachelor's degree preferred.

Responsibilities

• Manage and maintain complex calendars for multiple executives, scheduling appointments, meetings, and travel arrangements.
• Coordinate and prioritize meeting requests, resolving scheduling conflicts effectively.
• Prepare and distribute meeting agendas and materials.
• Arrange domestic and international travel, including flights, accommodations, and transportation.
• Process and reconcile expense reports using Concur, ensuring accuracy and adherence to company policies.
• Maintain accurate records of travel and expense documentation.
• Provide general administrative support, including answering phones, managing correspondence, and handling incoming and outgoing mail.
• Provide backup reception coverage as needed, including greeting and assisting visitors, answering and directing incoming calls, and supporting front-desk operations during coverage periods.
• Prepare and edit documents, presentations, and reports.
• Maintain organized filing systems, both electronic and physical.
• Coordinate and organize office events and meetings.
• Order and maintain office supplies.
• Assist with special projects as needed.

Skills

Calendar management

Travel coordination

Communication skills

Time management

Confidentiality

Independent work

Education

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Tools

Concur

Microsoft Office

Microsoft Outlook

Job description

The next gen beauty company, Maesa is transforming the industry by incubating and growing meaningful, innovative brands and making prestige beauty accessible. Maesa believes beauty ignites inspiration, creativity, imagination, and connection, sparking new ideas and possibilities, and meeting unmet consumer needs. Through best-in-class design, formulation, brand creation and marketing capabilities, Maesa delivers new, better and different products with an unsurpassed speed to market. Maesa works with a variety of retailers to create and launch brands across beauty and wellness categories. The current portfolio includes Kristin Ess, Hairitage by Mindy McKnight, Fine'ry, Being Frenshe, and Niches & Nooks among other brands. For more information, visit www.maesa.com .

We are seeking a highly organized and detail-oriented Executive Assistant to join our dynamic team in New York City. The ideal candidate will be a proactive problem-solver with exceptional communication and time management skills. This role requires the ability to manage multiple calendars, coordinate travel arrangements, and efficiently process expense reports using Concur. You will serve as a key administrative partner to C-Suite executives, ensuring seamless day-to-day operations and organizational efficiency.

This role is based in NYC and you will be expected in office 5 days a week.

Responsibilities

Calendar Management

• Manage and maintain complex calendars for multiple executives, scheduling appointments, meetings, and travel arrangements.
• Coordinate and prioritize meeting requests, resolving scheduling conflicts effectively.
• Prepare and distribute meeting agendas and materials.

Travel and Expense Management

• Arrange domestic and international travel, including flights, accommodations, and transportation.
• Process and reconcile expense reports using Concur, ensuring accuracy and adherence to company policies.
• Maintain accurate records of travel and expense documentation.

Administrative Support

• Provide general administrative support, including answering phones, managing correspondence, and handling incoming and outgoing mail.
• Provide backup reception coverage as needed, including greeting and assisting visitors, answering and directing incoming calls, and supporting front-desk operations during coverage periods.
• Prepare and edit documents, presentations, and reports.
• Maintain organized filing systems, both electronic and physical.
• Coordinate and organize office events and meetings.
• Order and maintain office supplies.
• Assist with special projects as needed.

Communication and Interpersonal Skills

• Serve as a point of contact for internal and external stakeholders, providing professional and courteous service.
• Communicate effectively with all levels of the organization.
• Maintain confidentiality of sensitive information.

NYC Specific Considerations

• Navigate and utilize NYC transit systems when required for errands or travel coordination.
• Handle vendor relationships, and be able to coordinate with local NYC vendors.

Qualifications

• Minimum of 2 years of experience as an Executive Assistant.
• Proven experience managing multiple calendars and coordinating complex schedules.
• Proficient in using Concur for travel and expense management.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and work independently in a fast-paced environment.
• Detail-oriented and accurate.
• Ability to maintain confidentiality.
• High school diploma or equivalent; associate's or bachelor's degree preferred.

Preferred Qualifications

• Experience supporting executive-level management.
• Experience with other travel and expense reporting software.

What We Offer

$70,000 - $90,000/yr. Exact compensation may vary based on skills, experience, and location. This position is eligible for participation in a discretionary bonus plan based on individual and company performance.

Maesa offers a variety of benefits to eligible employees. Employees can choose to enroll in health insurance coverage, wellness programs, life and disability insurance, and retirement savings plans. Through generous paid time off, a hybrid office setup, and paid leave options, Maesa encourages wellness and balance among employees.

Our Commitment to You

At Maesa, we live by our values of collaboration, curiosity, game-changing, creativity, and discipline. We believe our people and partners are a creative force that catalyzes the possibilities in beauty to break through traditional limits and discover the “new” without restriction. We prioritize creating and fostering a welcoming environment for employees, partners, ideas, approaches, and endeavors — all through a spirit of warmth and inclusivity. As set forth in Maesa’s Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.

Our EVP

Maesa is the next-gen beauty company, where bold ideas become beautiful brands. We ignite the dreamer and doer in each of us. We move at the speed of culture to push boundaries and redefine possibilities, unleashing #MaesaMagic every day. By fostering a start-up spirit, we equip everyone to lead with accountability and execute with excellence. We champion each voice and empower every journey, creating an environment where we celebrate diversity of thinking, calculated risk-taking, and cutting-edge innovatio n. Growth is personal, intentional, and limitless.