Overview
Executive Assistant, Promotions Jobs in New York, NY at Creative Circle
Title: Executive Assistant, Promotions
Company: Creative Circle
Location: New York, NY
Our Beauty client is seeking an Executive Assistant, Promotions to join their team for the next 6 months, 40 hours/week. This role is hybrid onsite 3 days a week in New York, NY.
Role Summary
The Executive Assistant serves as a critical operational partner supporting procurement, logistics, project coordination, and financial administration activities. This role is responsible for managing inbound shipment tracking, purchase order administration, vendor coordination, invoice resolution, spend reporting, and project status tracking. The position works closely with suppliers, freight forwarders, marketing, accounts payable, receiving teams, and internal stakeholders to ensure timely delivery of goods, accurate financial processing, and successful execution of promotional and merchandising initiatives.
Top Must Have Skills
Purchase Order (PO) management and administration
Logistics and supply chain coordination, including international shipments
Vendor and supplier relationship management
Invoice review, reconciliation, and issue resolution
Project coordination and status reporting
Strong organizational and multitasking abilities
Proficiency with procurement, ERP, and reporting systems
Excellent communication and cross-functional collaboration skills
Analytical skills with experience tracking budgets and spend reports
Ability to manage deadlines in a fast-paced environment
Additional Qualifications
Experience supporting procurement, supply chain, operations, or merchandising teams
Knowledge of freight forwarding, shipping documentation, and proof of delivery processes
Understanding of purchasing controls, audit requirements, approvals, and compliance standards
Experience working with Accounts Payable and Receiving teams
Ability to analyze vendor invoices and resolve payment discrepancies
Strong attention to detail and commitment to data accuracy
Experience creating and maintaining project tracking tools and status reports
Advanced proficiency in Microsoft Excel and reporting tools
Experience sourcing promotional products, marketing materials, or retail merchandising items preferred
Responsibilities
Logistics and Shipment Coordination
Track all inbound shipments from China and monitor shipment status with freight forwarders.
Confirm delivery timelines and coordinate rerouting of goods when necessary.
Obtain and maintain proof of delivery documentation.
Collaborate with suppliers and logistics partners to ensure complete and accurate delivery of goods.
Provide shipping and logistics documentation to receiving teams to assist in locating delivered items.
Request and approve expedited shipping services when business needs require accelerated delivery.
Procurement and Purchase Order Management
Issue and maintain purchase orders.
Track purchase orders, delivery dates, confirmations, and related procurement activities.
Ensure purchase orders meet auditing and compliance requirements, including appropriate quotes, approvals, and supporting documentation.
Enter confirmations for non-stock purchase orders.
Procure exact rerun items, including color accessories, basic glorifiers, and gift-with-purchase items.
Assist with sourcing new promotional products and materials.
Financial Administration
Review invoices to ensure accuracy and compliance with purchase order requirements.
Resolve receiving discrepancies and support invoice issue resolution.
Partner with Accounts Payable to ensure vendors are paid according to contractual terms.
Resolve parked and blocked invoices by coordinating with Receiving and Accounts Payable teams to correct errors.
Track quarterly spending and prepare annual spend reports.
Project Coordination and Reporting
Maintain project tracking tools and team status reports for all active initiatives.
Prepare and distribute weekly status reports to Marketing and other key stakeholders.
Ensure Product Information Management (PIM) documentation is completed accurately and on time.
Monitor project milestones, delivery schedules, and key operational activities to support successful execution of team objectives.
Provide administrative and operational support to ensure efficient workflow across multiple projects and stakeholders.
In this position, you may have access to client or customer systems, confidential and/or proprietary information or data. This position is onsite and requires you to work closely with other individuals in a collaborative team environment.
Benefits
Creative Circle's Freelance Employee benefits package includes eligibility for Minimum Essential Coverage (MEC) medical plan, dental/vision/term life package, discount prescription program, critical illness, accident, tele-behavioral health, and 401(k) plan. Sick leave is provided to Candidates whose assignment work location is in a state or city subject to sick leave laws. A Minimum Value (MV) PPO medical plan, Employee Stock Purchase Plan, and paid holiday eligibility are based on length and dates of service.
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Meggan Sharma – Recruiter, National Delivery
For Creative Circle to represent you for this opportunity, you must be currently authorized to work in the United States without the need of employer sponsorship for a non-immigrant visa such as a H-1B, TN, or O visa. We do not support or provide training for STEM/OPT programs. Additionally, you must be physically located in and perform the work for our client in the United States.This is a new role.
This job was first posted by Creative Circle on 07/09/2026 and applications will be accepted on an ongoing basis until the position is filled or closed.
Everforth Creative Circle is an Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity or expression, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, or any other characteristic protected by law. Our hiring process includes AI screening for keywords and minimum qualifications. Recruiters review all results. Everforth Creative Circle will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable state and local law, including but not limited to the Los Angeles County Fair Chance Ordinance, the San Francisco Fair Chance Ordinance, and the California Fair Chance Act. If you need a reasonable accommodation in the application process, please contact your Recruiter (the person you'll be interviewing with) or a member of our Human Resources team to make arrangements. Anthem / Blue Cross Blue Shield creates and publishes the Transparency in Coverage Machine-Readable Files on behalf of Everforth Creative Circle.
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