Personal Assistant to Chief Operating Officer

at  Huda Beauty

Who We Are: At Huda Beauty, our Vision is to lead in creating a democratized beauty industry where power is given back to people to define, create, and enjoy beauty for themselves! Launched by award-winning beauty powerhouse Huda Kattan in 2013, Huda Beauty is one of the world’s fastest growing beauty brands. As a company, we are fueled by purpose and not profit, this allows us to approach things differently so that we can create products, content, and a community like no other. A lot has changed since our launch in 2013, but something that will forever remain at the core of Huda Beauty is our focus on business excellence and our unwavering passion for kindness!
Summary: We are seeking a highly organized, proactive, and detail-oriented Personal Assistant to provide comprehensive support to a member of our senior leadership team. The ideal candidate will thrive in a fast-paced and dynamic environment, effectively managing multiple tasks while maintaining professionalism and confidentiality. As the Personal Assistant, you will play a crucial role in facilitating the smooth operation of the executive’s office and contributing to the overall success of our organization.

REQUIREMENTS

Essential Duties and Responsibilities:

• Acting as the point of contact among executives, office team and other external partners
• Make travel and accommodation arrangements.
• Submit monthly expense reports.
• Proactively manage complex and dynamic calendars, scheduling appointments, meetings, and conferences, considering time zones, priorities, and potential conflicts.
• Coordinate travel arrangements, including flights, accommodations, and transportation, ensuring efficient and seamless itineraries.
• Organize and maintain digital and physical files, ensuring documents are easily accessible and up to date.
• Compile and prepare materials for meetings, presentations, and reports, collaborating with various departments to gather necessary information.
• Coordinate and schedule meetings, including creating agendas, distributing materials, and recording minutes when required.
• Arrange conference rooms, technology, and refreshments as needed to facilitate efficient and productive meetings.
• Establish and maintain positive relationships with internal and external stakeholders, including clients, partners, and vendors.
• Liaise between the executive and various teams, ensuring clear and timely communication.
• Assist in the execution of special projects, research assignments, and initiatives, providing research, analysis, and administrative support as needed.
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Maintain a high level of confidentiality and integrity in all interactions and tasks.

REQUIREMENTS:

• 5-7 years of experience as a Personal Assistant or in a similar administrative role.
• Exceptional organizational and time management skills, with the ability to manage multiple tasks and deadlines effectively.
• Excellent verbal and written communication skills, with an eye for detail and accuracy.
• Proficiency in using productivity tools, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management software.
• Discretion and professionalism when handling confidential information.
• Strong interpersonal skills and the ability to work collaboratively with diverse teams.
• Resourcefulness, adaptability, and a proactive approach to problem-solving.
• Flexibility to work occasional extended hours and accommodate last-minute changes to the schedule.

• Acting as the point of contact among executives, office team and other external partners
• Make travel and accommodation arrangements.
• Submit monthly expense reports.
• Proactively manage complex and dynamic calendars, scheduling appointments, meetings, and conferences, considering time zones, priorities, and potential conflicts.
• Coordinate travel arrangements, including flights, accommodations, and transportation, ensuring efficient and seamless itineraries.
• Organize and maintain digital and physical files, ensuring documents are easily accessible and up to date.
• Compile and prepare materials for meetings, presentations, and reports, collaborating with various departments to gather necessary information.
• Coordinate and schedule meetings, including creating agendas, distributing materials, and recording minutes when required.
• Arrange conference rooms, technology, and refreshments as needed to facilitate efficient and productive meetings.
• Establish and maintain positive relationships with internal and external stakeholders, including clients, partners, and vendors.
• Liaise between the executive and various teams, ensuring clear and timely communication.
• Assist in the execution of special projects, research assignments, and initiatives, providing research, analysis, and administrative support as needed.
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Maintain a high level of confidentiality and integrity in all interactions and tasks