Executive Assistant and Office Manager

Bluemercury · Long Island City

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About Bluemercury

With 178 locations across the country and growing, Bluemercury pioneered a client-first service model that emphasizes hyper-personalized, high-quality beauty interactions. The leading luxury beauty destination and Macy’s, Inc. nameplate offers a highly curated and premium product assortment across a range of categories, Bluemercury helps people discover their unique self by shining a light on what makes them wonderfully distinctive. As Bluemercury continues to evolve, it remains committed to its original intent to serve people and embrace its purpose to be the ultimate specialist in the beauty of every individual. For more information, please visit www.bluemercury.com.

Job Overview

The Loyalty Program Specialist will support the day-to-day execution, marketing, and reporting of our loyalty program, helping to deliver a seamless and rewarding experience for our most loyal clients. This role bridges creative marketing and data-driven operations, ensuring campaigns run smoothly from concept to completion. The ideal candidate is detail-oriented, passionate about beauty and client engagement, and eager to grow in the fast-evolving world of loyalty and CRM. 

Key Responsibilities

Executive Support

• Provide proactive, high-level administrative support to the CEO, including complex calendar management, scheduling, meeting coordination, and travel
• Manage the CEO’s daily schedule and proactively identify and resolve conflicts and competing priorities
• Prepare and update presentations, decks, and other executive materials for meetings, leadership discussions, and presentations as needed
• Generate reports and coordinate the collection of business-related recaps
• Coordinate internal and external meetings, ensuring the CEO has the appropriate materials, information, and preparation
• Own and maintain the company organizational chart in partnership with HR, ensuring it accurately reflects organizational structure, reporting relationships, and changes
• Serve as a key point of contact for individuals and organizations interacting with the CEO
• Manage correspondence, expenses, contacts, and other administrative responsibilities
• Handle confidential and sensitive information with a high degree of discretion
• Support leadership meetings, Board meetings, special events, and other executive engagements
• Work cross-functionally to organize calendars, complex activities, travel, conferences etc.
• Provide day-to-day support with technology and other administrative needs, including troubleshooting and coordinating with IT or other resources when needed
• Provide assistance with special projects and other priorities on behalf of the CEO

Office Management

• Own the day-to-day operations, organization, and presentation of the Bluemercury corporate office, ensuring the space is consistently clean, organized and welcoming
• Manage office supplies, hospitality needs, incoming and outgoing mail, packages, deliveries, and couriers
• Manage relationships with office vendors and service providers and coordinate invoices and services as needed
• Help maintain the overall appearance and functionality of the space, including keeping products, samples, supplies, and other materials organized and appropriately stored
• Ensure conference rooms and shared spaces are organized, properly equipped, and ready for meetings and visitors
• Partner with HR, IT, Finance, and other teams on workplace needs and initiatives
• Identify opportunities to improve office operations, organization, and the overall workplace experience

Qualifications

• 5+ years of experience in executive support, office management, workplace operations, or a related role
• Experience supporting a CEO or senior executive strongly preferred
• Exceptional organizational skills and attention to detail
• Highly proactive with strong follow-through and problem-solving abilities.
• Excellent written and verbal communication skills
• Strong judgment and discretion when handling confidential information
• Professional, polished, warm, and service-oriented demeanor
• Ability to manage competing priorities and work independently in a fast-paced environment
• Ability to lift/move boxes up to 25 lbs.
• Strong interpersonal skills and ability to interact comfortably with executives, employees, vendors, and external partners
• Proficiency with Microsoft Office and/or Google Workspace
• Experience in retail, beauty, luxury, or consumer environments is a plus

Core Competencies

• Executive Partnership: Anticipates needs and enables the CEO to operate effectively.
• Organization & Execution: Manages multiple priorities with accuracy and strong follow-through.
• Ownership: Takes initiative and independently drives responsibilities to completion.
• Service Orientation: Creates a seamless and welcoming experience for employees and guests.
• Judgment & Discretion: Handles sensitive information and situations with professionalism.
• Adaptability: Easily shifts between executive priorities and day-to-day office needs.

What Success Looks Like

Success in this role means the CEO is organized, prepared, and able to focus on the highest-priority business matters, while the Bluemercury office operates smoothly, efficiently, and reflects the company’s high standards.

This job description is not all inclusive. Bluemercury, Inc. reserves the right to amend this job description at any time. Bluemercury, Inc. is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.

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