Administrative Assistant

Laguna Beach California
Required Experience: 2 year(s)
Employment Type: Full-Time
Salary Range: Not available
Posted 4 days ago
Job Description
Laguna Beach based swimwear brand is seeking an experienced Administrative Assistant that is highly organized, self motivated and a team player to assist the founder and marketing team with general administrative tasks as well as more detail oriented projects. Must have a minimum of 2-3 years of experience. Apparel experience and/or a passion for fashion is helpful, but not strictly required.

Duties and responsibilities include but not limited to:

General Administrative Duties
- Receive and organize all founder’s receipts and file them correctly
- Reconcile all founder’s credit card charges on a monthly basis
- Expense all founder’s and assistant credit card charges (if any) to appropriate GL
- Purchase design samples
- Email Daily Recap to Founder by EOD with to- do list for both the Founder and
- Status update to all pending projects and matters pertaining to Founder
- Have distribution center ship packages, email tracking to recipient, and follow up with them to ensure that it was
- Answer phone calls and check messages daily at the design studio
- Pull statements from vendor websites for any recurring charges
- Manage and maintain up to date list of username and logins for all vendor sites
- Pull all statements or receipts that are not automatically sent to AP for recurring charges (ex: Toll Roads, T- Mobile,
Digital Fusion)

Scheduling Calendar
- Manage founder’s calendar and appointments
- Schedule meetings and events accordingly
- Coordinate weekly meeting with founder to recap items that need to be addressed

Maintaining the Studio
- Maintain Vitamin A Sourcing Library of Design and Marketing Tools including but not limited to all fabric and trim file
bins, all garment references and all design color and forecast tools
- Maintain files
- Keep inventory of all o?ce supplies and basics and order as necessary
- Open and distribute daily mail accordingly
- Prep studio for meetings and maintain organization
- Ship UPS packages

- Work with travel agent or directly with airlines to book all flights, hotels and airport transfers
- Set up and calendar any meetings and events taking place during travel
- Purchase any equipment necessary such as phone and computer equipment as well as any other items needed
- Work with IT prior to travel to make sure all individuals traveling have proper equipment needed for phone and computer
- Maintain any and all expenses related to travel including purchasing foreign currency, handling reimbursements for
travel related purchases and reconciling all CC charges related to travel

Marketing Assistant Duties
- Assist in photo shoot production and meeting setup
- Assist in organizing sales, design, merchant, and event meetings
- Organize and keep track of in- house marketing sample line
- Assist with marketing events and activations when additional support is needed
- Occasionally assist with social media channels like Facebook and Pinterest

Creative Assistant Duties
- Content/ image organization
- Organize saved Instagram inspiration into Pinterest boards
- Input and organize inspiration into content boards online
Job Requirements
• 1-3 years experience in a similar rold
• Proficiency in MS office programs, specifically Excel and Word
• Strong verbal/written communication skills and ability to work well with other departments
• Extremely strong organizational skills
• Detail oriented
• Takes independent action or initiative to follow through on open items
• Passionate energic, eager-to-learn team player who can adapt to a constantly evolving environment
Paid Vacation