Executive Assistant, Marketing and LA Office Manager

ILIA Beauty is seeking a dynamic and detail-obsessed Executive Assistant to provide high-level administrative and strategic support to our Chief Marketing Officer (CMO), manage our LA office operations, and partner closely with leaders across our Marketing, Ecommerce, and Creative teams. You'll play an essential role in keeping our growing clean beauty brand running smoothly by managing logistics, optimizing executive time, and facilitating seamless communication, scheduling, and collaboration across departments.

This is a critical role in creating and fostering an uplifting, positive company culture for remote teams, ILIA employees in our LA office, and external partners alike. It's a dynamic position for someone who thrives in fast-paced, evolving environments and loves being the engine behind high-functioning teams. The ideal candidate is proactive, highly organized, and an exceptional communicator who brings a creative spark to everything from travel planning to team events.

This role is on-site (5 days a week in office) and is open to candidates based in the Los Angeles Metropolitan area.

Key Responsibilities

Executive Support

• Act as the CMO's strategic right hand: manage complex calendars, prioritize high-impact meetings, timely creative approvals and ensure optimal time alignment with critical business priorities.

• Interact and coordinate with senior executive team including CEO, Founder and Board of Directors  to facilitate organizational alignment and communication across all departments

• Provide seamless administrative support to senior Marketing leaders (VP-level), keeping their operations running smoothly and efficiently.

• Coordinate internal and external meetings from start to finish—including scheduling, agenda development, follow-ups, and comprehensive note-taking—ensuring each meeting is purposeful, productive, and includes the right stakeholders.

• Create and refine compelling presentations and decks for internal leadership meetings and external-facing materials.

• Plan comprehensive travel itineraries and coordinate logistics for domestic and international trips, including detailed expense reporting and timely follow-up.

• Coordinate and support company-wide events including marketing initiatives, national sales meetings, leadership team offsites, and cross-departmental gatherings 

• Maintain and organize contact databases to support leadership communications and strategic relationship management.

• Proactively identify and execute ad-hoc marketing projects, consistently seeking opportunities to add value and enhance team efficiency.

Workplace Experience & Team Culture

• Conceptualize, organize, and execute memorable team experiences—from intimate team-building activities to large-scale offsites and engaging monthly all-hands meetings.

• Collaborate cross-functionally with People & Culture to drive initiatives that enhance employee engagement and strengthen company culture.

• Serve as the central hub for department-wide communications and ensure seamless internal alignment across teams.

Office Management

• Maintain an organized, workflow-optimized office environment that enhances team productivity and supports multi-level inter-departmental roles 

• Manage all incoming and outgoing mail and bulk shipments (DHL, FedEx, UPS, USPS)

• Oversee on-site storage room operations, maintaining organized inventory systems and ensuring easy accessibility while conducting regular audits to declutter and remove outdated items.

• Serve as primary contact for third-party service providers and property management, including scheduling and coordination

• Oversee in-office equipment maintenance and coordinate service appointments as needed

• Monitor inventory levels and proactively order office supplies to ensure seamless operations

• Support coordination of on-site events and special projects as needed

• Manage office budgets and track expenses for facilities-related costs

• Support office space planning, design updates and furniture deliveries.

• Manage visitor protocols, reception coverage, and professional guest experience 

• Coordinate with internal IT team or vendors to set up and troubleshoot workstations, Wi-Fi, printers, and other office technology

• Support onboarding of new employees by ensuring their workstations, desks, hardware, and accounts are set up properly

• Act as liaison with IT service providers to resolve office-wide technical issues quickly

• Handle facilities issues, maintenance requests, and building management communications for enterprise-level needs

• Manage office security protocols, including access controls, after-hours procedures

• Coordinate office communication systems including conference room bookings, AV equipment, and phone systems

• Manage kitchen facilities, break room supplies, and coordinate catering for team meetings and events

• Experience: 4+ years of experience supporting executive-level leaders, preferably within marketing, creative, or startup environments. Beauty industry experience and/or genuine passion for beauty is a plus.

• Highly Organized: You bring order to chaos and excel at managing multiple priorities with calm confidence and strategic focus.

• Proactive by Nature: You anticipate needs, take initiative, and deliver solutions before problems arise.

• Exceptional Communicator: Clear, professional, and concise in both written and verbal communication across all levels of the organization.

• Poised & Professional: You can engage confidently with internal executives and high-profile external partners while maintaining discretion, maturity, and confidentiality.

• Tech-Savvy: Proficient in Google Workspace, Microsoft Office, and collaboration tools including Slack, Zoom, and Teams.

• Presentation-Obsessed: You love creating beautiful, compelling presentations and excel at visual storytelling that drives impact.

• Culture-Oriented: You care deeply about team dynamics, inclusivity, and fostering a positive, productive work environment.
  

What we would like to offer...

• Base salary range: $90,000-$105,000 DOE*

• Bonus Opportunity

• Health Benefits - 100% employer-paid medical, dental & vision coverage

• Flex Time Off - No cap on personal time off and paid company holidays

• Seasonal Flex Days - Flexible scheduling to enjoy extra time under the sun during the Spring & Summer season

• Parental Leave - Up to 18 weeks paid parental leave

• 401(k) - Save for your future with a 401(k) with a company match

• Flexibility & Wellness Stipends - Monthly stipends to support remote work & self-care

• ILIA Products - Quarterly stipend to replenish your favorite products and try new ones

*This is the anticipated salary range for this position. The actual salary offered will carefully consider a few factors including your skills, qualifications, experience, and location.

About ILIA

ILIA makes clean skin-centric beauty. We see skincare and makeup as one and believe that skin should look like skin. With transparency as our guide and color as our vehicle, we challenge the conventions of clean beauty to create something radically new, through safe, groundbreaking formulas that protect + revive the skin. Headquartered in Laguna Beach, California, ILIA brings together a strong group of innovative thinkers, rule-breakers and creative problem solvers. We pave the way forward as the leading clean makeup brand in what is being called the Clean Beauty Revolution. Fast paced growth provides constant learning, collaborative teamwork, and the desire to be the best at what you do. We celebrate taking risks and doing what hasn’t been done before.