Office Coordinator (Temp)

ILIA Beauty is looking to welcome an Office Coordinator (Temp) to support our fast-growing clean beauty brand. This position plays a critical role in creating and fostering an uplifting and positive company work culture for employees and external guests. Emphasis on understanding priority and maintaining cross functional communications across all departments. The role requires strong communication skills, poise and professionalism. A strong bias for action, thinking creatively and strategically, and remaining agile are highly desirable.

This role is on-site and will report to our Laguna Beach HQ 4 days a week.

Key Responsibilities

Administrative & Office Support

• Maintain an organized and efficient in-office setup that supports team productivity and optimizes daily workflow

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

• Coordinate and communicate with third-party vendors and property management, overseeing all related scheduling and logistics

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

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

• Support employee onboarding and offboarding requests across multiple platforms

• Assist with updating company calendar and sending out all-team invitiations

• Maintain / manage office security protocols, including Laguna office access and update in-office records

• Support in formalizing office standards and procedures to align across all office locations.
  

Executive Support

• Provide ad hoc project management support for department heads as needed, to include: CFO, SVP International, SVP Sales + VM Leads 

• Manage multiple complex calendars, including scheduling meetings, calls, and travel across multiple time zones

• Assist with expense reports, reimbursements, and PO creation

• Support event planning, offsites, and department team meetings
  

Workplace Experience

• Assist in coordinating and executing company events, cross-departmental gatherings 

• Support employee gifting initiatives, including planning, sourcing, and coordinating delivery for holidays, and recognition moments

• 1-2 years experience in office administration

• Outstanding organizational and time management skills with ability to remain flexible

• Strong attention to detail

• Initiative, actively anticipating needs and seeking solutions

• Ability to work with employees at all levels of the organization, as well as high profile external partners

• Commitment to discretion and confidentiality

• Ability to multitask

What we would like to offer...

• $30.00/hour

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

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.

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