Department Admin Assistant

Who We Are: At Huda Beauty, our Vision is to lead in creating a democratized beauty industry where power is given back to people to define, create, and enjoy beauty for themselves! Launched by award-winning beauty powerhouse Huda Kattan in 2013, Huda Beauty is one of the world’s fastest growing beauty brands. As a company, we are fueled by purpose and not profit, this allows us to approach things differently so that we can create products, content, and a community like no other. A lot has changed since our launch in 2013, but something that will forever remain at the core of Huda Beauty is our focus on business excellence and our unwavering passion for kindness!

Summary: The Administrative Assistant is a critical support role for the Purchasing, Packaging R&D, and Quality teams. Reporting to the Senior Director, Packaging Development & Global Sourcing and collaborating with managers of each division, the assistant will manage and coordinate administrative tasks, enabling the teams to focus on their strategic objectives. This role requires an organized, proactive individual who can seamlessly transition between hands-on tasks and administrative duties, such as data entry into the ERP system or other platforms, in a fast-paced environment.

Essential Duties and Responsibilities:

1. General Administrative Support
   • Manage calendars and organize meetings for all three divisions.
   • Prepare and follow up on meeting minutes, reports, and presentations for each division.
   • Maintain and organize administrative, technical, and contractual documents.
2. Purchasing Coordination
   • Prepare PO.
   • Assist with contract management and supplier agreements in coordination with the Procurement team.
   • Support in analyzing offers and preparing comparison tables.
3. Packaging R&D Support
   • Track team orders and liaise with suppliers for follow-ups and delivery tracking.
   • Assist in tracking packaging development projects in collaboration with the Packaging team.
   • Liaise with suppliers for samples, prototypes, and management of testing processes.
   • Coordinate technical documentation and product specifications.
4. Quality Team Assistance
   • Support in managing compliance and certification dossiers.
   • Track quality complaints and assist in preparing analysis reports.
   • Help update procedures and documents.
5. Budget and Expense Management
   • Monitor budgets allocated for each department in coordination with managers of each division.
   • Prepare monthly financial reports and budget forecasts.
   • Manage expense reports and coordinate with the accounting department for payments.
6. Data Entry and ERP Management
   • Perform data entry tasks in the company’s ERP system or other software as needed.
   • Maintain accurate records and ensure data integrity across all platforms.
   • Provide support for other administrative data tasks as required.
7. Hands-On Tasks
   • Engage in practical, hands-on tasks related to procurement, packaging, and quality, such as filling, preparing and organizing samples, inspecting products, or setting up testing environments.
   • Assist with any physical inventory management or product handling as needed.
8. Work Environment Organization
   • Organize and maintain a clean, efficient, and well-structured work environment for the teams.
   • Ensure that common areas and storage spaces are kept orderly and stocked with necessary supplies.
   • Implement best practices for workspace optimization and cleanliness.
9. Communication and Interface
   • Ensure constant communication between the three departments to facilitate collaboration.
   • Act as the main point of contact for administrative inquiries from internal teams and external partners.
   • Actively participate in inter-departmental meetings and cross-functional projects.

Minimum Requirements:

1. Technical Skills
   • Proficiency in office software (Word, Excel, PowerPoint) and administrative management tools.
   • Familiarity with procurement processes, product development, and quality standards.
   • Ability to manage multiple projects and meet deadlines.
   • Experience with ERP systems and data entry.
2. Personal Attributes
   • Strong organizational skills and ability to prioritize tasks.
   • Excellent written and verbal communication skills.
   • Self-motivated, proactive, and detail-oriented.
   • Ability to work in a team and manage interactions across different departments.
   • Adaptable to perform hands-on tasks as well as detailed administrative work.
3. Education and Experience
   • Minimum of an associate’s degree in Administrative Assistance, Office Management, or a related field.
   • 3 to 5 years of experience as an administrative assistant, ideally in an industrial or technical environment.
   • Experience in Procurement, Packaging, or Quality sectors is a plus.
4. Soft Skills
   • Adaptability, curiosity, team player, confidence, enthusiasm, interpersonal skills.

Huda Beauty is committed to building diverse and inclusive teams and upholding an equal employment workplace that is free from discrimination. We hire stellar individuals regardless of their race, color, ancestry, religion, gender identity, national origin, sexual orientation, age, marital status, medical conditions, disability, or veteran status. If you need reasonable accommodations at any point in the application or interview process, please let us know.