Job Description

Administrative Assistant (Part-Time)

Working Hours: Mon-Fri, Paris Time Zone

About the Role

We are looking for a highly organized and detail-oriented Administrative Assistant to support the European Brand and Logistics teams with order coordination, shipment tracking, and operational documentation.

This is a junior-level position ideal for someone who enjoys structured work, coordination tasks, and maintaining accurate records across teams. You will play an important role in ensuring that product orders, PR shipments, and early samples are properly processed and tracked.

Key Responsibilities

COGS Orders & PR Shipments

• Receive briefs from the Brand Team and place product orders with the Logistics Team in the appropriate warehouse.
• Coordinate PR product orders, communicating with both the Brand Team and Logistics Team to ensure accuracy.
• Track shipments and monitor delivery progress.
• Assist in resolving minor customs-related issues when needed.
• Calculate and confirm final order costs.

France PR Coordination

• Place French PR orders using the dedicated PR platform.
• Track deliveries and provide regular updates to the French PR Manager.

Early Sample Coordination

• Create DPD shipping labels for early sample deliveries.
• Send labels to the US team for shipment preparation.
• Coordinate the first delivery from the US office to Europe.
• Track shipments and ensure timely delivery.

Order Tracking & Documentation

• Maintain a shared Excel tracking document listing all European Brand Team orders.
• Keep records updated with order status, delivery dates, and shipping methods.
• Ensure all shipment information is accurate and up to date.

Requirements

• 1+ year of administrative, operations, logistics, or coordination experience.
• Strong organizational and documentation skills
• Comfortable working with Excel / Google Sheets
• Excellent attention to detail and ability to track multiple orders.
• Strong written communication skills for cross-team coordination.
• Ability to work during Paris business hours
• Experience with logistics, shipping coordination, or PR product shipments is a plus.

What We're Looking For

• Highly organized and process-driven
• Detail-oriented and reliable
• Comfortable coordinating across multiple teams
• Able to follow structured workflows and documentation systems