Administrative Assistant

About Cosmetic Solutions Innovation Labs

Cosmetic Solutions is a renowned developer and manufacturer specializing in innovative, scientifically backed personal care products for face, body, hair, OTC, and professional use. They offer cost-effective, high-quality products and exceptional services to emerging businesses, established brands, physicians, estheticians, and skincare professionals. Their expertise includes research & development, custom formulation, graphic design, manufacturing, packaging, and delivery.

Role Overview

The Administrative Assistant will report directly to the Chief Transformation Officer and serve as the primary point of contact at the reception. This role involves comprehensive front desk management, office administrative coordination, and providing support to executive leadership and multiple departments to ensure smooth daily operations within a dynamic manufacturing environment.

Key Responsibilities

• Manage reception duties, greeting visitors, handling vendor and candidate inquiries, and directing incoming calls with professionalism.
• Oversee front desk operations such as visitor sign-ins, mail handling, shipping and receiving tasks, and communication within the office.
• Keep employee emergency contact information current and accurate.
• Coordinate administrative tasks including executive calendar and meeting scheduling, conference room bookings, office supplies inventory, vendor and equipment management, and recordkeeping.
• Receive and distribute deliveries and purchases, monitor order status, and handle returns or exchanges as needed.
• Support HR-related administrative functions including employee badge creation, onboarding logistics assistance, personnel record maintenance, employment verification processing, and response to basic Paycom inquiries.
• Organize catering, meetings, company events, employee recognition programs, and internal communications to enhance employee engagement and company culture.
• Maintain organized administrative records, monitor office expenses, and safeguard confidential documents.
• Assist the CEO, leadership team, and other departments on special projects and general administrative duties to facilitate efficient office operations.

Candidate Profile

• Highly organized and detail-oriented with the ability to manage multiple priorities in a fast-paced production environment.
• Strong communication skills, both written and verbal, with a customer-service mindset.
• Discreet professional capable of handling sensitive information confidentially.
• Proactive problem solver committed to supporting business functions effectively.

Qualifications

• Minimum of a high school diploma or GED; associate degree is advantageous.
• At least 2 years' experience in administrative, receptionist, office support, or customer service roles.
• Excellent organizational abilities and keen attention to detail.
• Proficiency in Microsoft Office 365 suite, including Outlook, Word, Excel, PowerPoint, and Teams, with competence in preparing high-quality executive presentations, reports, and correspondence.
• Maintains confidentiality and handles sensitive data professionally.
• Positive attitude with a strong commitment to teamwork and collaboration.

Equal Opportunity Statement

Cosmetic Solutions is an equal opportunity employer, committed to providing fair treatment in recruitment and employment without discrimination based on race, color, religion, gender, sexual orientation, gender identity, national origin, veteran status, disability, or any protected category.