Latam Distributors Assistant

PUIG Deutschland GmbH; Miami (FL); On-site; USD 45,000 - 70,000; Full time

Job summary

Puig is seeking an Office Manager/Administrative Assistant to support the General Manager in Miami, ensuring timely, proactive and organized operations. The role includes calendar management, travel planning, expense reconciliation, reports and presentations, event support, and back-office processes.

Bilingual Spanish/English, MS Office expertise, and strong organizational skills are essential. The position emphasizes autonomous work, cross-functional collaboration, and attention to detail, with

Qualifications

• 2+ years of Office Management or Administrative experience preferably in Cosmetics, Fashion or Consumer Goods industry.
• Bachelor’s degree in related field is a plus.
• Bilingual in Spanish and English is required.
• Advanced proficiency in MS Office (PowerPoint, Word, Excel, Outlook).
• Strong partnering, problem solving and analytical abilities.
• Autonomous and results-driven, with exemplary planning, coordination and organizational skills.
• Strong communication skills and trustworthiness.
• Ability to communicate and work in a multicultural team environment.
• Attention to detail and to provide reliable information.

Responsibilities

• Calendar management for General Manager. Organize meetings and maintain agenda clear and updated for manager.
• Manage bookings and travel plans for CM. Organize receipts and prepare Travel & Expenses reconciliation on SAP Concur. Ensure all expenses are reported and corporate credit card is paid on time.
• Support preparing reports, PowerPoint presentations, documents and spreadsheets when requested. Prepare, consolidate and facilitate meeting minutes and key action follow up.
• Support event planning, coordination, execution and communication (e.g. business meetings hosted by the BU; client meetings; in-office team events; holiday parties and gifting).
• Inventory request and management for company branding materials for clients or employees.
• Lead Office logistics including ordering supplies, maintaining an organized work environment, and tracking office supply costs against budgets.
• Liaison with the Office Manager / Receptionist to drive maintenance efforts and building management needs for area occupied by BU and for general reception duties, including greeting clients, candidates, visitors, mail and deliveries.
• Lead back office processes such as vendor management and payment, sanitary registry process follow up, updating information on company systems, among others.
• Other responsibilities as requested.

Skills

Office Management

Bilingual: Spanish & English

MS Office proficiency

Problem solving

Autonomous and results-driven

Strong communication

Multicultural teamwork

Attention to detail

Education

Bachelor’s degree in related field

Job description

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Puig is a major player in the worldwide fashion and beauty industry. We have a wide portfolio of well-known luxury brands across fashion, fragrance, makeup, skincare, and wellness. Founded more than 100 years ago, Puig is a family-owned company with a long-term commitment to our brands and stakeholders.

The Opportunity

Provides administrative and operational assistance to the General Manager in a timely, dynamic, proactive and organized manner. Ensures the business operates efficiently and effectively by helping management organizing their agendas, planning and executing meetings & events, greeting office visitors, making travel arrangements, preparing expense reports, supporting with presentations, composing documents as directed, among other activities. The position will also lead back office processes such as vendor management and payment, sanitary registry process follow up, updating information on company systems, among others.

What you'll get to do

• Calendar management for General Manager. Organize meetings and maintain agenda clear and updated for manager. Follow up requests and facilitate information needed for appointments.
• Manage bookings and travel plans for CM. Organize receipts and prepare Travel & Expenses reconciliation on SAP Concur. Ensure all expenses are reported and corporate credit card is paid on time.
• Support preparing reports, PowerPoint presentations, documents and spreadsheets when requested. Prepare, consolidate and facilitate meeting minutes and key action follow up.
• Support event planning, coordination, execution and communication (e.g. business meetings hosted by the BU; client meetings; in-office team events; holiday parties and gifting), etc.
• Inventory request and management for company branding materials for clients or employees (notebooks, lanyards, pen and pencils, merchandise, etc).
• Lead Office logistics including, ordering supplies, maintaining an organized work environment, and tracking office supply costs against pre-existing budgets.
• Liaison with the Office Manager / Receptionist to drive maintenance efforts and building management needs for area occupied by BU and for general reception duties, including greeting clients, candidates, and visitors, receiving and sending mail, packages, and deliveries and distributing to the appropriate individual.
• Lead back office processes such as vendor management and payment, sanitary registry process follow up, updating information on company systems, among others.
• Other responsibilities as requested.

We'd love to meet you if you have

• 2+ years of Office Management or Administrative experience preferably in the Cosmetics, Fashion or Consumer Goods industry. Bachelor’s degree in related field is a plus.
• Bilingual in Spanish and English is required.
• Advanced proficiency in MS Office (PowerPoint, Word, Excel, Outlook), using the Internet and digital tools and applications.
• Strong partnering, problem solving and analytical abilities.
• Autonomous and Results-driven, with exemplary planning, coordination and organizational skills.
• Passionate about building connections and relationships, organized to support business and people needs. Strong Communication skills. Trustworthiness / Discretion.
• Ability to communicate and work in a multicultural team environment.
• Oriented to details and to provide reliable information.

A few things you'll love about us

• An entrepreneurial, creative and welcoming work culture
• A range of learning and development opportunities
• An international company with plenty of opportunities to grow
• A competitive compensation & benefits package

Puig is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, ethnicity, age, disability, marital status, veteran status, or any other characteristic protected by law.

At Puig, we are continually looking for enthusiastic and committed individuals from a broad range of backgrounds and experiences to join our team. We believe that creating an inclusive environment in which you feel welcomed, valued, engaged, and empowered strengthens our business and fosters a culture where we are inspired to work hard, challenge ourselves, and be innovative in our thinking. Additionally, we believe that the diversity of our employees makes us a stronger company and better able to serve our customers around the world.

Puig 2024. This information is privileged, confidential and contains private information. Any reading, retention, distribution or copying of this communication by any person other than its intended recipient is prohibited.