KAYALI Office Assistant (Americas)

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.

Requirements

Experience in Office Management or Workplace Operations
Minimum 3-5 years of experience managing office operations, facilities, or workplace services in a fast-paced, professional environment.

Strong Organizational & Multitasking Skills
Proven ability to manage multiple priorities simultaneously, with exceptional attention to detail and the ability to keep operations running smoothly and efficiently.

Excellent Communication & Stakeholder Management
Strong interpersonal skills with the ability to build relationships across teams, vendors, and leadership, ensuring a seamless and positive workplace experience.

Operational & Problem-Solving Mindset
Hands-on approach with the ability to anticipate needs, troubleshoot issues quickly, and implement effective solutions to support business continuity.

Proficiency in Office Tools & Systems
Comfortable using tools such as Microsoft Office (Excel, Outlook), workplace management systems, and basic budgeting or vendor coordination processes.