Executive Assistant

REPORTS TO: Chief Executive Officer

LOCATION: Farmacy/P&G Specialty Beauty Office in Flatiron/Chelsea, 130 Fifth Ave (18th & 5th)

WORK SCHEDULE: Hybrid, in-person 3day/week (usually Tue-Wed-Thu), with availability to flex additional days based on business needs

CLASSIFICATION: full-time, exempt

ESTIMATED SALARY RANGE: $85k - $95k (Manager range)

ABOUT US

Farmacy Beauty is a rapidly growing clean skincare company based in NYC and Mahwah, NJ. Our mission is to cultivate conscious beauty: good for your skin, better for the planet. Our formulas are rooted in quality, farm-sourced ingredients, and powered by potent actives for clinical results.

farmacybeauty.com | @farmacybeauty

ABOUT THE ROLE

We’re seeking an experienced Executive Assistant to support our growing brand by simplifying and optimizing the lives of our CEO + VP Leadership Team. The right candidate will effectively and proactively manage calendars, arrange travel, prepare documents and presentations, remove roadblocks, and juggle multiple priorities at once. We’re seeking candidates who creatively troubleshoot problems, have exceptional attention to detail, and stay one step ahead. A high level of integrity and discretion is essential. This role partners with internal groups like the Office Coordinator, the VP LT, HR, and the full employee population, as well as external partners like travel partners, retailer executives, our sister brands, our parent company, and other various vendors. This role reports directly to the CEO, and has one direct report (Office Coordinator).

KEY RESPONSIBILITIES

1. Calendar management. Day-to-day calendar management, understanding priorities and proactively managing calendars accordingly. Schedule and reschedule meetings and optimize working time, all with limited direction. 
2. Travel. Schedule and manage logistics of all CEO + LT travel requests, including international travel. 
3. Documents & decks. Arrange and prepare meeting materials. Compile meeting agenda topics and slide decks, executing both the logistics of compiling as well as critically thinking to organize content.
4. External meetings. Plan for larger external meetings, conferences, corporate events, etc. Partner with Office Coordinator to facilitate best-in-class on-site VIP meetings.
5. Expenses. Manage Executive expenses; record receipts/expenses in a timely manner.
6. Manage sensitive topics. Uphold a strict level of confidentiality and operate with sound, professional judgment. 
7. Budget. End-to-end owner of budget process for key overhead spend buckets (office expenses, travel, meals & entertainment, and IT). Own annual forecasting and monthly reconciliation process. 
8. People Management. Provide day-to-day coaching and leadership to the shared Office Coordinator. 
9. Other. Manage ad hoc projects as needed.

EXPERIENCE, SKILLS, + REQUIREMENTS

• 5+ years of professional administrative experience.
• Exceptional organizational skills. 
• Experience managing expenses, travel, and calendaring is critical.
• Experience managing budgets, meeting agendas, and slide decks is a plus.
• Skilled in fostering and maintaining trusting relationships with diverse employee groups and external stakeholders.
• High self-awareness and emotional intelligence; a keen ability to read the room and identify needs with little to no direction.
• A record of managing highly confidential information and operating with good judgment.
• Authorized to work in the United States without the need for current or future sponsorship from employer. Immigration sponsorship is not available for this role.

BENEFITS

• 10 days PTO + 5 sick/personal days per year
• 16 annual Company holidays
• Health insurance
• Dental insurance 
• Vision insurance 
• Life insurance ($25,000 policy, free to employees) 
• Commuter benefits (Transit + Parking FSA)
• Health care FSA
• Dependent care FSA
• 401(k) retirement savings plan, with up to 4.0% company match with no vesting period (after 6 month eligibility waiting period)
• 16-weeks 100% paid parental leave for birth mothers and adoptive parents, 8-weeks 100% paid parental leave for all other parents
• $40/month phone stipend
• Adoption & Surrogacy Support, $10,000/event reimbursement with $40,000 lifetime cap
• Quarterly Gratis Product Stipend
• Monthly Exercise/Gym Reimbursement