HiringCafe
Posted 2mo ago

Office Assistant (Americas)

@ KAYALI
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New York, New York, United States
OnsiteFull Time
Responsibilities:greet employees, coordinate onboarding, manage mail
Requirements Summary:3–5 years in office operations/management with strong organization, communication, and stakeholder skills; proficient in Microsoft Office and office systems.
Technical Tools Mentioned:Microsoft Office, Excel, Outlook, Workplace management systems
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Job Description

Who We Are 

Fueled by passion, KAYALI was founded in 2018 by beauty mogul and fragrance fanatic, Mona Kattan. Translating to ‘my imagination’ in Arabic, KAYALI provides a modern fragrance experience inspired by Mona’s rich Middle Eastern heritage and the art of layering scents to help you create your mood; where sharing scents is a ritual and smelling good is both an act of goodwill and self-love. Mona collaborates with some of the world’s most renowned perfumers and sources the finest ingredients to create unique juices that are infinitely memorable, long-lasting, and cruelty-free. Each luxurious fragrance is an ode to true craftsmanship and tells a special story, from the addictive notes to the multi-faceted jeweled bottles.  

 

Our Mission 

To make everyone feel like the diamond they are! To build a global community of fragrance lovers through the power of scent and by providing them with the most innovative & luxurious fragrances, education and sharing our Middle Eastern fragrance rituals with the world. 

 

Summary 

As the Assistant Office Manager, you will support the People & Culture Manager with the day-to-day operations of the office in maintaining a professional, welcoming and well-organized workplace. This role plays a critical part in ensuring smooth administrative processes, and consistent support of the People & Culture projects and initiatives. You will assist with employee experience, administrative coordination, onboarding, and offboarding support, alongside office operations. As a liaison between employees, internal partners and external vendors, you will help support a positive, inclusive workplace culture that will ensure every employee feels supported throughout their employment lifecycle. 

 

Essential Duties and Responsibilities 

  • Serve as a welcoming, friendly and professional first point of contact for employees, internal and external partners. 
  • Assist with facilitating all building updates, requirements, updates as needed, 
  • Support P&C with employee engagement activities, events, off-sites, and recognition programs (monthly team lunches, birthday celebrations, team activities). 
  • Handle all incoming and outgoing mail, courier services, and packages (including carrier coordination for pickups and delivery). 
  • Order and maintain office supplies, pantry essentials, and inventory stock with relevant department leaders. 
  • Liaise with P&C, along with relevant departments to support onboarding for new joiners (e.g., desk setup, welcome kits, access cards). 
  • Assist P&C, alongside relevant departments to support offboarding employees (recover company equipment, badges, systems termination). 
  • Manage office vendors (cleaning crews, maintenance, security, IT support, plant services, etc.) and ensure service levels are consistent. 
  • Oversee workplace safety protocols, emergency procedures, and coordinate building badges/access with property management. 
  • Maintain office equipment (printers, Wi‑Fi, meeting room tech) and escalate issues as needed. 
  • Act as a point of contact for employee concerns, fostering open communication between employees and Americas Leadership. 
  • Champion KAYALI’s mission, vision, and values in all P&C initiatives.