Office Experience and Executive Admin in City of London

About Us

Orveon is a new kind of beauty company launched in December 2021 when we acquired our three iconic brands - bareMinerals, BUXOM, and Laura Mercier. Operating in 40+ countries, we're a truly global business. Our headquarters are in New York, with additional locations in major cities worldwide. We love our brands and are embarking on a powerful shift: To change how the world thinks about beauty. We are a collective of premium and prestige beauty brands committed to stark honesty, co-creation, and making a sustainable cultural impact. People here are passionate, entrepreneurial and most of all, bold. This is an inspirational group of talented, silo-busting, confident and humble people, working together to build something better. We are looking for the best talent to join us on that journey. We believe we can accomplish more when we #Face Forward Together!

About The Role

The Office Experience & Executive Administration role provides high-touch executive administrative support to two General Managers, while also owning the day-to-day office experience, facilities coordination, and employee-facing operations for the Head Office. This role works closely and collaboratively with a peer Executive Assistant team, ensuring seamless coverage, consistency, and alignment across executive and office priorities. Strong judgment, discretion, and the ability to balance executive needs with broader office responsibilities are critical to success.

Primary Responsibilities

• Executive & Business Support (Two General Managers)

• Provide direct executive administrative support to two General Managers, including:
• Proactive and complex calendar management across multiple time zones.
• Scheduling and coordination of internal and external meetings, leadership sessions, and key business reviews.
• Arrangement of domestic and international travel, including flights, hotels, and restaurants.
• Act as a trusted liaison between the General Managers and internal stakeholders, external partners, and vendors.
• Support preparation for leadership meetings, off-sites, and board-related activities as required.
• Organize, submit, and track expense reports for both General Managers; maintain accurate records.
• Anticipate needs, assist with prioritization, and manage competing demands across both executives with professionalism and discretion.
• Partner closely with the broader Executive Assistant team to ensure seamless executive support, coverage during absences, and consistent ways of working.

• Ensure a welcoming, professional, and consistent office experience for all employees and visitors.
• Act as the primary point of contact for all internal and external office-related inquiries.
• Show visitors all emergency points and coordinate visitor access with reception.
• Own Health & Safety responsibilities for the office, including Fire safety, First Aid, and PAT testing compliance.
• Serving as First Aider and Fire Marshal.
• Conducting Health & Safety walkthroughs for new starters as part of onboarding.
• Oversee day-to-day facilities operations, including managing plumbing, water, electrical, and general maintenance faults.
• Coordinating servicing and maintenance for all office appliances.
• Managing storage unit access and requirements.
• Partner with building management, including attendance at building management meetings as required.
• Manage facilities-related vendors, including setting up new vendors, scheduling vendor meetings and ongoing service reviews.
• Oversee all facilities invoices, including organizing purchase orders, tracking approvals, and coordinating payment with Finance.

• Oversee conference room readiness and setup for meetings and leadership sessions.
• Maintain inventory of office supplies, ensuring regular restocking and organization.
• Accept, sort, and distribute all incoming mail, interoffice mail, and courier deliveries (FedEx, UPS, etc.).
• Oversee the upkeep of kitchen and common areas, including cleanliness standards, dishwasher loading, and general organization.
• Maintain and clean coffee machines.
• Order and replenish snacks and beverages.
• Coordinate and order breakfast and lunch for Head Office as required.

• Coordinate IT setup for new starters and respond to basic IT-related queries for office-based employees.
• Support onboarding of new starters in the office, including Office orientation and Health & Safety walkthroughs.
• Coordination with IT, Facilities, and the peer EA team to ensure a smooth and consistent onboarding experience.

• Coordinate internal office events, leadership meetings, and off-site sessions.
• Organize social and cultural events, including seasonal celebrations (e.g., Christmas).
• Coordinate employee milestone moments such as birthdays and leavers’ celebrations, including cards, gifts, and flowers.
• Partner with the Executive Assistant team and People & Culture to deliver consistent, inclusive, and well-executed office and cultural initiatives.

Qualifications

• Prior experience supporting Senior Executives, ideally including multiple senior leaders, in a corporate environment.
• Demonstrated ability to work collaboratively as part of an Executive Assistant team, balancing shared responsibilities and coverage.
• Expert-level proficiency in Outlook, MS Teams, Zoom, Excel, and PowerPoint.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• Ability to maintain professionalism, integrity, and discretion when handling confidential information.
• A detail-oriented, resourceful, and dependable professional.
• A collaborative team player who values partnership, shared accountability, and consistency.
• Ability to manage multiple priorities while maintaining high standards.
• Experience with HRIS systems (UKG preferred) is a plus.

Other Skills & Attributes

• Strong proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
• Ability to meet deadlines, multitask, and work independently in a fast-paced, entrepreneurial environment.
• Proven ability to work cross-functionally with executives, managers, employees, and external partners/vendors.
• Customer-focused mindset with a high degree of professionalism.
• Highly organized, detail-oriented, adaptable, and proactive.
• Strong judgment and problem-solving capabilities.

What Orveon Offers You

You are a creator of Orveon’s success and your own. This is a rare opportunity to share your voice, accelerate your career, drive innovation and foster growth. We’re a human-sized company so your work will have a big impact on the organization. We invest in the well-being of our Orveoners – both personally and professionally and provide tailored benefits to support all of you, such as:

• “Hybrid First” Model 3 days per week in office, balancing virtual and face-to-face interactions.
• “Work From Anywhere” – Freedom to work six (6) weeks annually from the location of your choice.
• Complimentary Products – Free and discounted products on new releases and fan-favourites.
• Professional Development – Exposure to senior leadership, learning and development programs, and career advancement opportunities.
• Community Engagement – Volunteer opportunities in the communities in which we live and work.

Equal Opportunities and Accommodations

Orveon is deeply committed to building a workplace and global community where inclusion is not only valued but prioritised. We strive to build and nurture a culture where a focus on diversity, equity, and inclusion is instinctive. Our deep sense of passion and pride in what we do, both as individuals and as a collective, unifies our shared commitment to “changing beauty for the better”. Therefore, all qualified applicants receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, family status, marital status, sexual orientation, national origin, genetics, neurodiversity, disability, age, or veteran status, or any other non-merit based or legally protected grounds. We recognise and celebrate different ideas, perspectives, and backgrounds and know they create a more robust and creative work environment.