Milani, the Los Angeles-based market leading color cosmetics brand, was founded over 20 years ago, with the passionate belief that everyone should have the opportunity to own and enjoy luxury beauty. To this day, Milani continues to innovate for and with its diverse community of #MilaniMakers and relentlessly tests the limits of what’s available at affordable prices. Milani delivers high-end yet accessible luxury while championing inclusivity, self-expression, and experimentation through makeup.
Milani Cosmetics. Luxury that’s born inclusive, not exclusive.
Summary:
As our Executive Assistant & Office Manager, you will be the right-hand person to our CEO, ensuring seamless daily operations and providing critical support for key projects. You will be at the heart of our operations, playing a vital role in shaping our success and contributing to our vibrant and inclusive workplace culture.
The ideal candidate will be experienced communicating with business leaders, and will be extremely detail-oriented, reliable and dependable. We are looking for someone who has a natural ability to multitask, can handle complex calendaring schedules that change on a day by day basis, and be ready to dive in.
This role will be based in our corporate headquarters in Culver City, California with a hybrid work model, required onsite Tuesday, Wednesday and Thursday at minimum.
EA Responsibilities
Provide high-level executive support to the CEO including managing calendars, organizing meetings, and coordinating all travel arrangements.
- Schedule and Calendar Management:
- Coordinate and manage calendars, including scheduling and prioritizing appointments, meetings, conferences, and travel arrangements.
- Proactively anticipate schedule conflicts, resolve scheduling issues, and ensure optimal time management.
- Communication and Correspondence:
- Prepare and edit correspondence, reports, and other documentation as required.
- Prepare and revise presentations for internal and external audiences (internal staff, board, clients, etc.).
- Meeting Coordination and Support:
- Organize and coordinate meetings, including preparing agendas, collating materials, and ensuring attendees are well-informed.
- Arrange meeting logistics, such as venue booking, equipment setup, catering, and audiovisual requirements.
- Take meeting minutes, track action items, and follow up on outstanding tasks to ensure completion.
- Travel and Event Management:
- Make travel arrangements, including flight bookings, hotel accommodations, ground transportation, etc.
- Plan and coordinate executive’s participation in conferences, seminars, and events, including registration and logistics.
- Information Management:
- Maintain and organize executive’s expenses and expense reports, files, documents, and records, ensuring easy retrieval, processing and confidentiality.
- Conduct research, gather information, and prepare reports and presentations as requested.
- Monitor and filter incoming information, highlighting essential updates and deadlines.
- Relationship Management:
- Build and maintain strong relationships with internal and external stakeholders.
- Act as a liaison between executives and various departments, teams, and individuals, facilitating effective communication.
- Special Projects and Initiatives:
- Assist in special projects and initiatives as assigned by the CEO and/or members of the Senior Leadership Team.
- Support executives in ad hoc projects, initiatives, and assignments, coordinating with cross-functional teams and providing necessary assistance.
- Handle sensitive and confidential information with discretion and professionalism.
Office Management Responsibilities:
- Lead day to day office management responsibilities including meet & greet guests and visitors, manage office upkeep ensuring a clean and tidy space and appearance within our indoor and outdoor spaces.
- Ensure office equipment including various hardware, printers, postage meter, video conferencing are functioning appropriately; report problems to appropriate party for swift resolution.
- Support the coordination of any office events and special projects, ensuring timely execution and a positive experience for all participants.
- Maintain and organize office space including seating, facility upgrades, storage rooms, kitchen, outdoor patio and conference rooms.
- Maintain inventory for the following, including but not limited to, snacks, beverages, office supplies, parking validations.
- Foster and maintain all 3rd party office relationships, including UPS/Fed Ex, Property and Building Management, Parking Services, Cleaning Services and external IT Support.
- Collaborate cross functionally to support programs centered around onboarding, engagement, safety, compliance and offboarding.
Requirements
- Bachelor’s degree in Business Administration, Communications, or a related field.
- Minimum 5 years experience as an executive assistant or in a similar role, preferably within the cosmetics or beauty industry.
- Exceptional organizational skills and attention to detail.
- Strong communication and interpersonal abilities.
- A proactive mindset with the ability to anticipate needs.
- Proficiency in office software and tech tools.
- Discretion, professionalism, and a positive attitude.
- The ability to thrive in a fast-paced, ever-changing environment.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Ability to maintain confidentiality and exercise sound judgment.
- Knowledge of the cosmetics industry and market trends is a plus.
- Must be able to work independently with minimal supervision.
Compensation
The base salary range represents the low and high end of Milani’s salary range for this position. Salaries will vary depending on factors including, but not limited to location, education, skills and experience. The base salary for this role is $67,000.00 to $85,000.00.
Benefits
- Health Care Plan (Medical, Dental & Vision)
- Retirement Plan (401k)
- Life Insurance (Basic, Voluntary & AD&D)
- Paid Time Off (Vacation, Sick & Public Holidays)
- Family Leave (Maternity, Paternity)
- Short Term & Long Term Disability
- Training & Development
- Flexible Work Environment / Hybrid