Administrative Assistant (Freelance)
Must Know Quickbooks
Company: Well Known Fashion Brand
Location: On site (front desk / office based role)
Employment Type: Freelance (Temp, with potential to go permanent)
Our client, a well known fashion brand, is seeking a highly organized, polished, and proactive Administrative Assistant to support front desk operations and provide day to day administrative support to senior leadership. This is an immediate need following a recent team change, with an opportunity for a high performing temp to transition into a permanent role.
Key Responsibilities
- Serve as the primary front desk presence from morning through end of day, managing check ins and greeting visitors in a professional and friendly manner.
- Provide daily administrative support while seated directly outside senior leadership offices, working closely with and alongside a more senior Executive Assistant.
- Manage and coordinate calendars, including scheduling and confirming appointments for senior leaders (both business and some personal).
- Process and track expenses in Concur, ensuring accuracy and timely submission.
- Coordinate and book travel in Concur for company travel; manage all travel details and logistics for senior leaders who do not use Concur directly.
- Prepare and communicate detailed travel itineraries, confirmations, and updates to all relevant parties.
- Research and recommend restaurants, hotspots, and local experiences in upcoming travel destinations, with a strong eye for current trends and social media driven insights.
- Ensure the office is prepared each day prior to leadership arrival (e.g., water pitcher ready, calls and schedules organized, key materials and information accessible).
- Support market preparation as needed, including catering coordination, reservations, and related logistics during market periods.
- Provide general administrative support as assigned, contributing to smooth daily operations and a professional office environment.
Schedule & Hours
- On site presence required from approximately 8:30 a.m. through 6:30/7:00 p.m.
- Target of approximately 40 hours per week, with some flexibility based on business demands.
Qualifications
-
3–5 years of experience in an Administrative Assistant, Executive Assistant, or front desk/office coordinator role.
- Strong calendar management and scheduling skills, including handling multiple priorities and stakeholders.
- Experience with Concur or similar expense and travel management platforms preferred.
- Exceptional organization, attention to detail, and follow through.
- Professional presence and strong communication skills, both in person and in writing.
- Ability to work discreetly with confidential and sensitive information.
- Proactive, solutions oriented mindset with the ability to anticipate needs.
- Social media savvy and current on lifestyle, dining, and travel trends; enjoys researching and curating experiences in new cities.
- Comfortable working closely with senior leadership in a fast paced, dynamic environment.
This role is ideal for a seasoned administrative professional eager to step into a visible, high impact position supporting a leading fashion brand, with a strong possibility of converting to a permanent role for the right candidate.
