Office Administrator, OPI R&D

Job title: Office Administrator, OPI R&D

Company: Coty

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Job description: Position Title: Office Administrator, OPI R&D

Location: Calabasas, CA

Reports to: VP OPI R&D

Scope / Brands: OPI R&D


Together, WE enable individuals to look, feel, and be their true selves.

Wella Company is one of the world’s leading beauty companies, comprised of a family of iconic brands such as Wella Professionals, Clairol, OPI, Nioxin and ghd. With 6,000 employees globally, presence in over 100 countries, Wella Company and its brands enable consumers to look, feel, and be their true selves. As innovators in the hair and nail industry, Wella Company empowers its people to delight consumers, inspire beauty professionals, engage communities, and deliver sustainable growth to its stakeholders.

For additional information about the Wella Company please visit .


We are looking for our future Office Manager to support the Calabasas & OPI R&D division located in Calabasas, CA. In this role, you will report directly to the VP of OPI R&D who is also the Calabasas R&D Site Leader. The ideal candidate should be a seasoned Administrative professional with a minimum of 10 years’ experience with the proven ability to operate effectively serving the business needs of 1 VP. This requires a specific skill set focused on attention to detail and ability to insightfully anticipate and action the VP’s daily needs, calendar and requests. Additionally, this admin role will be accountable for the office management of the new R&D location.


VP ADMIN SUPPORT (approximately 50% of time):

  • Manages highly complex business calendar for R&D Vice President with a keen sense of priorities and time management to ensure maximum effectiveness of time.
  • Coordinates travel arrangements (domestic and international) for assigned executive.
  • Processes expense reports accurately and on time while adhering to policy.
  • Creates and edits executive presentations. Must be a strong PPT user.
  • Manages organizational charts and data integrity of systems for assigned leadership team and their reports.
  • Coordinates Leadership Team meetings and other staff / leadership activities; coordinates all materials, tracks action items and follows up on activities.
  • Enables and executes meeting planning including large organizational meetings (i.e. Division Meetings, Town Halls).
  • Drafts and publishes communications on behalf of Leadership (strong writing skills required).
  • Collects and consolidates management data/reports as required
  • Compiles notes, spreadsheets, and data. Organizes into clear and engaging content.
  • Responsible for additional administrative tasks, duties, and responsibilities as assigned by management.

R&D OFFICE MANAGEMENT (approximately 50% of time):

  • Oversee and support all administrative duties in the office and ensure that office is operating smoothly
  • Lead PO processing, manage office and laboratory supply inventory, and place orders as necessary
  • Responsible for tracking OPI R&D Budget, including pulling reports from SAP, running monthly tracking meeting with OPI R&D lead team, and processing team PO’s in a timely and accurate manner.
  • Receive and sort incoming mail and deliveries, and manage outgoing mail
  • Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure
  • Identify opportunities for process and office management improvements, and design and implement new systems
  • Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
  • Schedules routine lab equipment maintenance with third party contractors.
  • Manage the preparation for R&D site visitors.
  • Manage R&D Rewards & Recognition program.


  • Bachelor’s degree in Business (OR) relevant level of experience
  • Minimum 10 years of senior level administrative experience. Must have experience supporting international executives and booking international travel accommodations
  • Proven ability to operate effectively serving the business needs of a business executive and R&D site. Among others, this requires a specific skill set focused on attention to detail and the ability to insightfully anticipate and action daily needs and requests.
  • Able to work in high stress situations in an environment that is action oriented and results focused.
  • Excellent organizational skills with a strong attention to detail is required
  • Strong PC skills are a must – Outlook, Word, PowerPoint, Excel, Ariba and SAP
  • Must possess exceptional interpersonal skills and have the ability to interact with senior/executive level management and engage successfully with all levels of the organization.
  • Must possess strong written communication skills – ability to construct professional and grammatically correct correspondence, announcements and letters is required.
  • Must be able to manage multiple priorities, maintain discretion and confidentiality, and operate with poise and professionalism in a complex, and rapidly changing environment
  • Ability to multi-task and work under minimal supervision is required
  • Experience working with expense report systems (e.g. Concur) is required
  • Ability to exercise excellent judgment and a high degree of emotional intelligence is required
  • After hours availability to address emergent and urgent issues
  • Work overtime as project work dictates


We offer equal employment opportunity to qualified individuals without regard to race, religion, color, national origin, age, gender, disability, sexual orientation, gender identity, gender expression, marital status, veteran status, or any other characteristic protected by law. Wella Company with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact us at:

We strongly believe that cultivating a diverse workplace gives a company strength. The combination of unique skills, abilities, experiences and backgrounds creates an environment that produces extraordinary results. EOE Minorities/Females/Protected Veterans/Disabled.

English – Please click on this to review the Notification of Equal Opportunity Rights poster

Español – Por favor, haga un en el enlace para revisar el poster de la Ley de los Derechos de Igualdad de Empleo


Location: Los Angeles, CA

Job date: Sat, 05 Jun 2021 07:45:50 GMT

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