Administrative Assistant

Pay rate range: $24.00 - $26.40/hr
Qualifications:
Performs a variety of administrative duties. Supports one or more members of management and/or staff in a business or functional unit. Work generally requires knowledge of company and/or business/functional practices, policies, programs and/or product line. Resolves routine and non-routine inquiries. Administrative responsibilities include calendaring, document preparation and management, correspondence, travel arrangements, and meeting/travel coordination. Maintains confidentiality.
Responsibilities:
Evaluation Support

• Maintain cleanliness and organization of all SDM evaluation spaces, including the sink room, booths, and evaluation salon.
• Ensure towels, foamers, swatches, and other sensory tools are consistently clean and available.
• Assist in preparing evaluations, including booth setup, dilutions, foamers, and required materials.
• Help to do arm wash for PW projects
• Manage and track inventory of all evaluation packaging and supplies.
• Support panel testing needs: request samples, prepare and run evaluations, capture and consolidate data/results.
• Maintain the evaluation calendar, manage team invites, and ensure SDM scheduling alignment.
• Coordinate salon hair washing sessions:
  Book time slots, Communicate with SDMs, Recruit internal volunteers, Prepare materials as needed

Market Samples Management:

• Order market samples for SDM evaluations, CPAs, and foreign orders as needed.
• Retrieve market products for customer presentations and ensure all items are returned and properly stored.
• Maintain and organize the market samples room; implement and manage an updated tracking system.
• Ensure all market samples are labeled with correct purchase dates and updated documentation.

Market Product Gallery Support:

• Assist in preparing materials for smelling sessions related to new launches and Gallery updates.
• Collaborate with Marketing to gather required product and brand information.
• Order relevant market products for Gallery updates and internal review sessions.
• Prepare evaluation sheets, blotters, and documentation for SDG/SDM usage.
• Capture session notes, organize insights, and upload all relevant information into the Gallery system.

Fine Fragrance Connection:

• Assist with smelling sessions for new Fine Fragrance launches received by FF team and support Consumer Fragrance team with specific sessions as needed.
• Ensure all materials, blotters, and documentation for FF sessions are prepared, organized, and captured for SDM reference.

Administrative & Operational Support:

• Maintain schedules for team time off, ensuring visibility for SDMs and alignment with workload needs.
• Ship non–project-related international parcels, including preparing documents, coordinating carriers, and tracking deliveries.
• Order general office supplies for the Scent Design team and maintain stock levels.
• Support payment of Shipping tax when an SDM receive samples from abroad.

Skills:

• Proficient with standard office tools (Outlook, Excel, PowerPoint)
• Strong communication skills and ability to support cross-functional teams.
• Data Entry
• Ability to manage schedules, samples, and multiple workflows simultaneously and Comfortable working in sensory/evaluation or lab-like environments