Administrative Assistant

Sol de Janeiro

. Manage complex calendars for the Global Marketing & Digital Leadership team, including scheduling across multiple time zones and coordinating high-priority meetings, presentations, and reviews .

Posted 11/4/2026full-timeNew York City • New York • United StatesMid-LevelSenior💰 $90,000 - $100,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong organizational and communication skills while managing complex calendars and supporting senior-level executives. Proficient in maintaining confidentiality and building relationships across various teams in a fast-paced environment.

Highest-signal resume keywords

Calendar ManagementExecutive SupportMicrosoft Office ProficiencyRelationship BuildingConfidentiality Management

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Document PreparationPresentation FormattingAgenda ManagementExpense ReportingProject Coordination

Soft Skills

Verbal CommunicationWritten CommunicationProactivityResourcefulnessTeam Collaboration

Tools & Technologies

Google SuiteCalendar Management Tools

Industry Keywords

Luxury BeautyFashionConsumer BrandHigh-Growth Environment

About the role

Key responsibilities & impact

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 for 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
Organize and support team meetings, leadership offsites, creative reviews, agency partner meetings, and cross-functional events
Manage agendas, pre-reads, follow-ups, and action tracking
Set up and prepare conference rooms, including layout, technology, materials, and presentation
Order and arrange food and beverages, coordinating with vendors and dietary needs
Create a welcoming Sol experience for office guests and visitors
Coordinate domestic and international travel itineraries, agendas, and logistics with the Travel Manager
Submit and track expense reports; manage invoices, purchase orders, vendors, and budget items with Finance
Support planning, alignment, and project coordination with Creative, Brand, Digital, and Global Marketing teams
Handle general administration, including supplies, systems access requests, and onboarding support
Manage product and sample orders, inventory, shipments, and distribution
Build relationships across Marketing, Digital, Creative, HR, Finance, and Executive Leadership
Collaborate with global administrators on cross-functional initiatives and global priorities

Requirements

What you’ll need

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)

Benefits

Comp & perks

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