Executive Assistant

Who We Are

Our Mission

Summary

Calendar & Travel Management

• Proactively manage complex global schedules, including high-priority meetings, investor calls, and international travel itineraries
• Coordinate multi-time-zone logistics, visas, and accommodations while anticipating executive needs (e.g., preparation time, local stakeholder briefings)

Communication & Stakeholder Liaison

• Serving as a primary point of contact between the leader, internal teams, and external partners, representing KAYALI values in every interaction
• Screen and prioritize emails, calls, and reports, flagging urgent matters and drafting responses on behalf of leadership

Strategic Support

• Prepare briefing materials, presentations, and reports for board meetings, investor pitches, and global market analyses
• Support steering committee objective tracking and follow-up on action items.
• Conduct competitive research and synthesize insights on fragrance industry trends to inform decision-making
• Assist in tracking KPIs, budgeting, and expense reporting for executive review
• Preparing briefing packs, pre-reads, and follow-ups for key leadership, board, and investor meetings, capturing actions and ensuring on-time execution

Project & Event Coordination

• Oversee cross-departmental initiatives, such as leadership meetings, strategic planning days
• Plan high-profile events, including luxury product showcases, executive summits, and client dinners, managing RSVPs and vendor coordination
• Consolidation and submission of executive and leadership team expenses through Expensify, ensuring accurate coding, supporting documentation, and alignment with company policies
• First-line review and tracking of direct reports' expenses for the [CPO/CEO/etc.], flagging discrepancies and coordinating timely approvals
• Handle sensitive data, contracts, and intellectual property with utmost discretion
• Maintain organized digital filing systems and streamline office workflows

Requirements

• Experience: 5+ years as an Executive Assistant supporting C-suite executives, preferably in luxury goods, beauty, or fragrance industries
• Mastery of Microsoft Office Suite, CRM platforms (e.g., Salesforce), and virtual meeting tools
• Superior written/verbal communication in English; proficiency in additional languages (e.g., French, Arabic) is a plus
• Agile problem-solving and ability to thrive in fast-paced, culturally diverse environments
• Traits: Proactive, detail-oriented, and adept at balancing competing priorities with professionalism, kindness and gratitude
• Familiarity with fragrance development cycles, supply chain logistics, or luxury retail operations
• Experience coordinating international travel and managing virtual teams across time zones

Benefits

• Premium Medical/Dental/Vision coverage
• Find your Magic Days
• Volunteer Day
• Birthday Leave

• Egg Freezing Benefits

• Employee discounts on all Kayali products
• Quarterly product gifting
• *Kayali 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.*