Administrative

Freelance
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Job# 22289 BH# 314699
Contact# 6040614

Administrative Assistant

Our client, a global leader in the performance and lifestyle footwear industry known for its performance footwear, is looking for an Administrative Assistant/Executive Assistant to support their SVP of Merchandising/Marketing Department! Working as the Executive Assistant, you will work proactively to assist the SVP of Merchandising/Marketing in office administrative functions including prioritizing and organizing daily information flow, communication, project delegation, and general follow-up.

ESSENTIAL JOB RESULTS

  • Work closely with SVP to review daily information and what can be delegated to other employees to make sure issues are addressed
  • Conserve executive’s time by reading, researching, and routing correspondence, drafting letters and documents
  • Assist with scheduling of travel arrangements domestically and internationally
  • Work closely with other Executive Assistants to coordinate meeting times
  • Help maintain and organize travel itineraries for quick information access
  • Schedule and maintain SVP’s meeting and appointment calendar
  • Arrange and organize seating area for new employees, including coordination with IT to order necessary equipment and assuring that all set-up and preparations are managed to meet new hire’s needs
  • Learn company reports, their meaning, and how to look up information to help provide research support
  • Communicate in person, via phone or email with other employees in a clear manner to retrieve information, delegate projects and also follow-up.
  • Maintain department organizational chart
  • Maintain entire department travel calendar
  • Input expenses for SVP of Merchandising/Marketing, as well as SVP of Design, into Concur
  • Create purchase orders for department expenses using PeopleSoft
  • Acquire SVP approval on all invoices and submit to Accounts Payable department
  • Work closely with Accounts Payable department to track vendor payments

ADDITIONAL RESPONSIBILITIES

  • Assist the SVP of Design as needed
  • Assist Department VP’s with inputting expenses into Concur
  • Lunchtime coverage of the reception desk
  • Other duties as assigned

JOB REQUIREMENTS

  • Basic Outlook and Excel computer skills
  • Basic accounting skills
  • Understanding of production cycle and development timelines
  • Ability to multi-task and work efficiently in a fast-paced environment
  • Ability to communicate clearly and effectively both verbally and via email
  • Excellent organizational skills and ability to establish priorities
  • Excellent follow-up skills

EDUCATION AND EXPERIENCE

  • Bachelor’s degree or higher
  • Two or more years of full-time experience in an administrative role