Administrative Assistant

Sol de Janeiro

Administrative Assistant supporting Global Marketing & Digital Leadership team at Sol de Janeiro. Managing complex calendars and providing executive support in a fast-paced, dynamic environment.

Posted 5/26/2026full-timeNew York City • New York • 🇺🇸 United StatesMid-LevelSenior💰 $90,000 - $100,000 per yearWebsite

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 on behalf of 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 key Marketing & Digital team meetings, leadership offsites, creative reviews, agency partner meetings, and cross-functional events.
Manage agendas, pre-reads, follow-ups, and action tracking to ensure seamless execution.
Coordinate domestic and international travel itineraries, agendas, and logistics for the key leadership team members in partnership with the Travel Manager.
Submit and track expense reports; manage invoices, purchase orders, vendors, and budget items in partnership with Finance.
Partner closely with the Creative, Brand, Digital, and Global Marketing teams to support planning, alignment, and project coordination needs.
Handle general administrative responsibilities including ordering supplies, managing systems access requests, and supporting onboarding for new Marketing/Digital hires as needed.
Build strong relationships across Marketing, Digital, Creative, HR, Finance, and Executive Leadership to ensure alignment, communication, and flawless coordination.
Collaborate with a broader network of global admins to ensure consistent support for 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

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

calendar managementdocument preparationexpense report trackingagenda managementtravel coordinationproject coordinationschedulingbudget managementconfidentiality handlingrelationship building

Soft Skills

organizational skillscommunication skillsproactive mindsetresourcefulnesssolution-orientedteamworkexecutive presenceability to work under pressureattention to detailadaptability

Certifications

Bachelor's degree