Office Manager

Company Summary

Marie Veronique is a dynamic, mission-driven organization as a genuine resource for skin health in Berkeley and beyond. We are growing rapidly and maturing quickly, and we need a real leader with experience in production operations in a GMP environment while also developing people to join our team. We have many challenges ahead, but we choose to see the opportunities in every difficulty rather than the difficulty in every opportunity. If you have the requisite experience and this approach to growth sounds exciting, we’d like to meet you!

   We deliver superior, nontoxic skincare drawing on nature’s genius and the brain of science through innovative formulations. Achieving optimal skin health and healing real skin issues drive us to produce safe products that truly work!

   Our founder, Marie-Veronique Nadeau, is a chemist who founded Marie Veronique in 2002. An inventor at heart who suffered from teenage acne, she was moved to create her own products when she could find nothing on the market that was clean and effective to address her rosacea. From there, she went on to develop a line for acne and was one of the first to formulate a non-nano zinc oxide sunscreen. She continues to lead the way towards safe yet effective skincare, determined to move an industry ensconced in hype into the realm of science. She holds degrees in Math and Science, trained as an esthetician, and is a former high school chemistry teacher.

   Our products vary from natural oils to water-based serums across a range of cleansers, mists, face oils, serums and masks and although we are a small Berkeley business our products have been featured in Oprah Daily, Vogue, HB Fit, New York Times, The Coveteur, Into The Gloss and the Wall Street Journal.

   Marie Veronique provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Marie Veronique abides by applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Position Summary The Office Manager assists and leads administrative tasks at Marie Veronique. The successful candidate will have 2+ years of experience with general office and facility management skills, expertise with using and administering Google Workspace (GSuite). You are scrappy, resourceful and nimble as you create solutions in a group and independently! You enjoy task switching, learning new skills and helping with everything from shipping to customer service to production. You have discretion and are trustworthy as you work with people and use computer skills for onboarding and offboarding staff. Experience with assisting photography and video sets, clothing and lighting changes would be helpful. Familiarity with skin care products is a plus. Valid California Drivers License and current insurance required.

Office/Facilities Management + Improvement

• Coordinate facilities maintenance of the MV facilities, including utilities, vendor and contract management

• Procure items for the office supplies for meeting rooms and staff kitchen

• Process facilities and related invoices for payment

• Oversee maintenance of non-computer office equipment in MV facilities, including postage machine and printers

• Manage, develop and update the list of key vendors

• Troubleshoot onsite IT issues when possible and liaise with outsourced IT support, as needed

• Oversee maintenance of security and access system, including after-hours, as scheduled

• Provide administrative support to the Chief Operating Officer and others, as indicated

Administrative

• Administering Google Workspace/Gsuite including appropriate invites and edits

• Coordinate maintenance and manage support for information technology systems including office phone, voicemail and hardware, with direct management of the company’s third-party IT provider

• Receive incoming printed mail and scan to accounting or HR, deposit checks, cross check und update addresses

• Liaison with accounting for invoices, billing, and check deposits

• Assist with implementation of employee evaluations

• Maintain discretion and confidentiality in working relationships with management

• Drive personal vehicle to provide lunch and drinks for meetings when needed to support the team

• Monitor and update calendar for time off

• Experience paying vendors through bill.com is a plus

Employee Updates Onboarding/Offboarding

• Coordinate onboarding process for all new employees to ensure that new team members understand company culture, products and operations. Coordinate offboarding with HR

• Ensure training materials and department training and organization chart are updated

• Serve as point of contact for setup of computers and system access with outsourced IT

• Manage Google Admin and Drives - assigning teams to groups and drives

Marketing/Brand/Press

• Review labels, working alongside print designer for checks and approval across quality and accuracy and completing the Brand Approval part of the log and management of the label physical and virtual file

• Production for photoshoots/video/livestream and other digital events - providing food/snacks/drinks on the day and organizing equipment (including purchasing), actively managing the check out and check in process and building and managing hardware inventory. Ensure invoice approvals (for outside contractors/venues) and payments are approved and routed through accounting for payment. Potential involvement with wardrobe.

• Manage brand archive, events archive and video hardware and some procurement

• Daily monitoring of Partner Marketing and weekly and monthly reporting

• Press: update press links on site and press/collaboration documents. Monitor requests form press email account.

• Updates to LinkedIn including posting news/newsletters

Company Events/Special Projects
Plan events, source sites and vendors for a few company-wide team building events annually
Special projects arise where your expertise, background, teamwork and aptitudes. 

Other duties as assigned