Administrative Assistant

Job Summary
Are you passionate about organization, sensory experiences, and creating seamless support behind innovative fragrance projects?
IFF is a global leader in flavors, fragrances, food ingredients and health & biosciences. We deliver sustainable innovations that elevate everyday products.

Scent: Harnessing the full emotional power of scent, driven by pioneering creativity, science, consumer expertise, and a mindful approach to fragrance design.

This role is based in New York, NY (Onsite) . Be part of a collaborative, detail-oriented, and customer-focused team where together we can achieve greatness and make a real impact. Your potential is our inspiration. The Administrative Assistant will provide operational, evaluation, and administrative support to the Scent Design team, ensuring the smooth execution of sensory evaluations, market sample management, fragrance review sessions, and day-to-day team operations.

Where You'll Make a Difference

- Maintain cleanliness, organization, and readiness of all Scent Design evaluation spaces, including evaluation booths, salon areas, and sink rooms.
- Prepare sensory evaluations by coordinating booth setup, sample dilutions, foamers, swatches, and other required materials.
- Support panel testing activities by requesting samples, preparing evaluations, capturing results, and consolidating data.
- Manage inventory levels for evaluation packaging, sensory tools, and operational supplies to ensure uninterrupted team support.
- Maintain evaluation calendars, coordinate meeting invitations, and align scheduling requirements across the Scent Design team.
- Coordinate salon hair-washing sessions by scheduling participants, recruiting internal volunteers, communicating logistics, and preparing materials.
- Order, track, organize, and maintain market samples used for evaluations, customer presentations, and international requests.
- Support market product gallery activities by preparing materials, documenting insights, and uploading information into gallery systems.
- Provide administrative and operational support, including office supply management, shipment coordination, delivery tracking, and documentation assistance.

What Makes You the Right Fit

- Associate degree in any field, including science, arts, consumer products, marketing, or a related discipline.
- Strong organizational skills with exceptional attention to detail and accuracy.
- Ability to manage multiple priorities, schedules, inventories, and projects simultaneously.
- Comfortable working in sensory evaluation, product testing, or laboratory-like environments.
- Proficiency with Microsoft Outlook, Excel, PowerPoint, and other standard business applications.
- Strong written and verbal communication skills with the ability to collaborate across multiple teams.
- Demonstrated ability to coordinate logistics, maintain records, and follow established procedures.
- Proven ability to work independently while maintaining a high level of service and reliability.
- Strong interest in fragrance, sensory evaluation, consumer products, beauty, or product development.

How Would You Stand Out?

- Previous experience supporting sensory, fragrance, beauty, consumer products, or research-related teams.
- Experience coordinating sample inventories, product testing activities, or evaluation programs.
- Passion for fragrance trends, product innovation, and consumer insights.

Why Choose Us?

- Opportunity to work alongside industry-leading fragrance professionals and innovative teams.
- Exposure to fragrance development, sensory evaluation, and market trend analysis.
- Collaborative and inclusive work environment that values diverse perspectives.
- Opportunities for professional development and continuous learning.
- Meaningful work supporting products and experiences enjoyed by consumers worldwide.
- A culture focused on innovation, creativity, and making a positive impact.

We are a global leader in taste, scent, and nutrition, offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF, we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity, national origin, race, age, sex, or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion, gender identity & expression, sexual orientation, or disability.

Visit IFF.com/careers/workplace-diversity-and-inclusion to learn more

Salary Ranges:
51.478,00ㅤ-ㅤ73.540,00ㅤUSD