General Job Description

At Beauty Heroes, we’re on a mission to deliver beauty you can trust, with high-performance, healthy products and exceptional service. Behind every glowing customer experience is a well-run operation—and that’s where you come in.

We’re looking for a detail-loving, ultra-organized Administrative Assistant with a focus on Accounts Payable to help keep our business humming. This role is central to our day-to-day operations, supporting our accounting systems, helping vendors get paid on time, and ensuring that every dollar is accounted for with care and precision.

You’ll also lend a hand with charitable donation requests, marketing admin, light filing, and general organizational support. If you’re a spreadsheet whiz with a love for clean beauty, and you find joy in details and deadlines, we’d love to meet you.

Description of Duties

Accounts Payable + Finance Administration• Process incoming vendor invoices, ensuring accuracy and adherence to company policies
• Communicate with vendors to confirm payment terms and resolve discrepancies
• Maintain vendor records and ensure W-9s and tax documents are up to date
• Coordinate with our bookkeeper and CEO to ensure timely and accurate payments
• Help implement and refine purchasing and approval workflows to support efficient operations

Administrative Support

• Organize and maintain internal files, both physical and digital
• Assist with processing charitable donation requests, including logging, correspondence, and fulfillment
• Support the marketing and retail teams with administrative tasks as needed (e.g., compiling contact lists, data entry, shipping support)
• Coordinate small projects that help the team stay organized and on track

Qualifications

• 2+ years of experience in an administrative or bookkeeping role (experience with accounts payable is a big plus)

• Highly organized and reliable with strong attention to detail
• Comfortable using Excel, Google Workspace,
• A natural communicator who’s friendly, responsive, and respectful
• Enthusiastic about wellness, beauty, sustainability, and being part of a mission-driven brand
• Able to juggle multiple tasks, meet deadlines, and pitch in where needed
• Discretion and confidentiality when handling sensitive information
• A team player who brings a positive attitude and a calm, steady presence to the workday

Bonus Points

• Interest in sustainable, eco-conscious business is highly valued.

Perks

• Generous Employee Discount
• Caring co-workers
• Opportunities for growth and advancement
• Participation in our sustainability initiatives

Working Conditions

This is a part-time position, 10-14 hours per week based in our Novato headquarters. This is not a remote position. Work will include time at a desk, occasional lifting of light boxes (up to 10 lbs.), and general office tasks.

Confidentiality

All Beauty Heroes employees are expected to maintain strict confidentiality regarding company operations, financial information, employee records, client and partner data, and proprietary brand relationships.

Equal Opportunity Employer

Beauty Heroes provides equal employment opportunities to all employees and applicants and prohibits discrimination of any kind based on race, religion, gender, age, national origin, disability status, sexual orientation, gender identity or expression, or any other characteristic protected by law.