Brand Admin Assistant - Global Marketing

Who We AreFueled 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 MissionTo 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. SummaryThe Brand Administration Assistant will play a vital role in supporting the team by efficiently managing administrative tasks, raising purchase orders (POs), and assisting with merchandising activities. This position ensures smooth day-to-day operations, accurate documentation, and timely execution of global marketing initiatives. Key ResponsibilitiesPurchase Order (PO) Management· Prepare, raise, and track purchase orders for marketing, branding, and merchandising requirements, ensuring accuracy and compliance with company policies.· Liaise with suppliers, vendors, and internal teams to follow up on PO approvals, deliveries, and invoice processing.· Maintain organized records of all POs, contracts, and related documentation for audit and reporting purposes.· Support budget tracking by updating PO logs and assisting with expense reconciliation. Merchandising, Photoshoot Support· Assist the team in coordinating the production, delivery, and distribution of merchandising materials (e.g., displays, POS materials, samples) and final goods.· Track inventory levels of samples, final goods and merchandising assets and coordinate replenishments as needed.· Support the setup and breakdown of photoshoots, visual merchandising displays, and brand activations as required.· Help prepare and dispatch product to market teams, retail and external partners. Administrative Support· Provide general administrative support to the team, including scheduling meetings, preparing agendas, and taking meeting minutes.· Organize and maintain digital and physical files, ensuring easy access to marketing assets and documents.· Assist in the preparation of presentations, reports, and marketing materials.· Support travel arrangements and logistics for team members and events.· Handle ad-hoc administrative tasks as assigned to ensure smooth team operations.Requirements· Diploma or Bachelor’s degree in Business Administration, Marketing, or a related field preferred.· 2 years of experience in an administrative or marketing support role, ideally within a retail, beauty, or FMCG environment.· Experience with PO systems and basic finance processes is highly desirable.· Proficient in Microsoft Office (Excel, Word, PowerPoint); experience with ERP or procurement software is a plus.· Strong organizational skills, attention to detail, and ability to manage multiple tasks simultaneously.· Good communication and interpersonal skills.· Proactive, reliable, and able to work both independently and as part of a team.BenefitsPremium Medical/Dental/Vision coverage Find your Magic Days Volunteer Day Birthday Leave Employee discounts on all Kayali products Quarterly product gifting Kayali is committed to building diverse and inclusive teams and upholding an equal employment workplace that is free from discrimination. We hire stellar individuals regardless of their race, color, ancestry, religion, gender identity, national origin, sexual orientation, age, marital status, medical conditions, disability, or veteran status. If you need reasonable accommodations at any point in the application or interview process, please let us know.

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

The Brand Administration Assistant will play a vital role in supporting the team by efficiently managing administrative tasks, raising purchase orders (POs), and assisting with merchandising activities. This position ensures smooth day-to-day operations, accurate documentation, and timely execution of global marketing initiatives.

Key Responsibilities

Purchase Order (PO) Management

· Prepare, raise, and track purchase orders for marketing, branding, and merchandising requirements, ensuring accuracy and compliance with company policies.

· Liaise with suppliers, vendors, and internal teams to follow up on PO approvals, deliveries, and invoice processing.

· Maintain organized records of all POs, contracts, and related documentation for audit and reporting purposes.

· Support budget tracking by updating PO logs and assisting with expense reconciliation.

Merchandising, Photoshoot Support

· Assist the team in coordinating the production, delivery, and distribution of merchandising materials (e.g., displays, POS materials, samples) and final goods.

· Track inventory levels of samples, final goods and merchandising assets and coordinate replenishments as needed.

· Support the setup and breakdown of photoshoots, visual merchandising displays, and brand activations as required.

· Help prepare and dispatch product to market teams, retail and external partners.

Administrative Support

· Provide general administrative support to the team, including scheduling meetings, preparing agendas, and taking meeting minutes.

· Organize and maintain digital and physical files, ensuring easy access to marketing assets and documents.

· Assist in the preparation of presentations, reports, and marketing materials.

· Support travel arrangements and logistics for team members and events.

· Handle ad-hoc administrative tasks as assigned to ensure smooth team operations.

Requirements

· Diploma or Bachelor’s degree in Business Administration, Marketing, or a related field preferred.

· 2 years of experience in an administrative or marketing support role, ideally within a retail, beauty, or FMCG environment.

· Experience with PO systems and basic finance processes is highly desirable.

· Proficient in Microsoft Office (Excel, Word, PowerPoint); experience with ERP or procurement software is a plus.

· Strong organizational skills, attention to detail, and ability to manage multiple tasks simultaneously.

· Good communication and interpersonal skills.

· Proactive, reliable, and able to work both independently and as part of a team.

Benefits

• Premium Medical/Dental/Vision coverage
• Find your Magic Days
• Volunteer Day
• Birthday Leave
• Employee discounts on all Kayali products
• Quarterly product gifting
  
  

Kayali is committed to building diverse and inclusive teams and upholding an equal employment workplace that is free from discrimination. We hire stellar individuals regardless of their race, color, ancestry, religion, gender identity, national origin, sexual orientation, age, marital status, medical conditions, disability, or veteran status. If you need reasonable accommodations at any point in the application or interview process, please let us know.

Fueled by passion, KAYALI was founded in 2018 by beauty mogul and fragrance fanatic, Mona Kattan. Translating to ‘my imagination’ in Arabic, Kayali is inspired by her rich Middle Eastern heritage and the sacred ritual of layering scents to help you create your mood. 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.

Fueled by passion, KAYALI was founded in 2018 by beauty mogul and fragrance fanatic, Mona Kattan. Translating to ‘my imagination’ in Arabic, Kayali is inspired by her rich Middle Eastern heritage and the sacred ritual of layering scents to help you create your mood. 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.