Administrative Assistant

VARITE is looking for a qualified Administrative Assistant in New York, NY.

What the client does? A global leader in creating flavors, fragrances, and ingredients for the food, beverage, health, and consumer products industries. It provides innovative solutions in areas like taste, nutrition, sustainability, and biotechnology.

What we do? Established in 2000, VARITE is an award‑winning minority business enterprise providing global consulting & staffing services to Fortune 1000 companies and government agencies. With 850+ global consultants, VARITE is committed to delivering excellence to its customers by leveraging its global experience and expertise in comprehensive scientific, engineering, technical, and non‑technical staff augmentation and talent acquisition services.

Job Title: Administrative Assistant
Location: New York, NY
Contract Duration: 3 months (Possible extension)
Pay Rate Range: $24.00 - $26.40/hr

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.

• 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.

• 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.

• 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.

• 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.

• 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 receives samples from abroad.

• 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.

If this opportunity interests you, please respond by clicking on Easy Apply.

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VARITE is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.