Administrative Assistant, Store Design - Luxury Fragrance

A prestigious global luxury retail brand is seeking a Administrative Assistant, Store Design & Planning to support its Store Design, Planning, Construction, Facilities, and Cost Control teams. This is an excellent opportunity for a highly organized and proactive professional who enjoys working across multiple departments while providing administrative and project coordination support to senior leadership.

Location: New York, NY

Schedule: Monday-Friday, 9:00 AM-5:00 PM (4 days onsite, 1 day remote)

Pay Rate: Up to $38/hour

Duration: Through March 31, 2027, with potential for extension and long-term opportunity

The ideal candidate is detail-oriented, excels in Excel and PowerPoint, and thrives in a fast-paced environment where priorities can shift. Candidates with administrative, project coordination, architecture, construction, design, facilities, or retail development experience are highly encouraged to apply.

Key Responsibilities

Project & Department Coordination

• Support the Store Design & Planning team across boutiques, wholesale locations, facilities, and cost control initiatives.
• Maintain and update project trackers, schedules, and reporting tools.
• Monitor key project milestones and deliverables, ensuring accurate and timely updates.
• Assist with project closeout documentation and organization of construction-related records.
• Consolidate project planning information and progress updates for leadership reporting.
• Coordinate documentation, drawings, material boards, technical files, and project archives for easy access.

Reporting & Administrative Support

• Create and maintain presentations, reports, and executive summaries using PowerPoint and Excel.
• Prepare reporting packages and presentations for leadership review.
• Assist with data tracking, organization, and department reporting requirements.
• Ensure project information remains accurate, organized, and up to date.

Executive & Team Support

• Provide administrative support to department leadership.
• Coordinate meetings, training sessions, seminars, and team events.
• Assist with travel arrangements and logistics for leadership and visiting stakeholders.
• Manage departmental organization, supplies, materials, and records.

Cross-Functional Support

• Partner with Construction Project Managers, Facilities, and external consultants on various initiatives.
• Assist with organization and maintenance of digital files and project documentation.
• Support vendor communications, procurement-related activities, and project administration as needed.
• Contribute to special projects and ad hoc department initiatives.

Qualifications

• Bachelor's degree preferred.
• 2-5 years of professional experience in administrative support, project coordination, operations, construction, architecture, design, facilities, or related fields.
• Strong administrative and organizational skills.
• Advanced proficiency in Microsoft Excel and PowerPoint.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities and work across various departments.
• Strong attention to detail and follow-through.
• Positive, proactive, team-oriented attitude.
• Experience with budgets, expense tracking, invoicing, or procurement is a plus but not required.
• Background in architecture, construction, retail development, or design is highly desirable.
• Must have luxury experience

Ideal Candidate

• Highly organized and detail-oriented.
• Comfortable supporting multiple stakeholders and departments simultaneously.
• Eager to learn and take initiative.
• Flexible, adaptable, and collaborative.
• Passionate about delivering high-quality work in a luxury retail environment.