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Executive Assistant

Job title: Executive Assistant
Contract type: Full-time
Location: New York
Industry: Retail
Remote: No
Reference: 424127
Contact name: Mary Kate Kane
Job Published: January 01, 1970

Job description

MAIN PURPOSE:

The Executive Assistant is to provide core administrative support, including calendar management, booking & coordinating travel, managing expenses, and assisting with other ad-hoc projects as needed for 3 members of the Executive Leadership team. This role will help to facilitate the day-to-day activities and administrative operations of the office.

 

KEY RESPONSIBILITIES:

Support 3 executives by proactively managing their travel calendars to anticipate and resolve any scheduling conflicts.  

Assist the Leadership team with administrative tasks, such as scheduling meetings, managing expense reports, invoice processing, filing, shipping, ordering supplies, receiving visitors, and planning events and coordinating logistics for team meetings.

Book travel, hotels, car service for international and domestic travel and process corresponding expense reports accurately and in compliance with company policies.

Build efficiency and effective responsiveness into existing operations and help define new operational strategies that streamline important information.

Develop, organize, provide analysis and edit high level PowerPoint presentations, excel spread sheets and word documents as needed.

Maintain strong relationships with other Assistants to the Executive leadership team, Senior Executives, their direct reports and global colleagues.

Send announcements out on behalf of Leadership team as needed.

Assist in aspects of onboarding of new team members.

Support the team culture by organizing departmental meetings; Create meeting agendas and take & distribute minutes.

Assist each Executive on ad-hoc projects and key processes (ie, annual comp review).

 

QUALIFICATIONS:

Education:

Bachelor’s degree is required with a minimum of two years of work experience, preferably within a retail organization and in a fast-paced environment.

Technical Skills/Abilities:

Advanced Level in all Microsoft Office applications (Outlook, Word, Excel, PowerPoint).

Experience in Concur and SAP is a plus.

Project Management experience a plus.

Personal Skills:

Ability and ease communicating and liaising with executives and leaders as well as a diverse employee population with excellent verbal, written, and interpersonal communication skills.

High level of professional maturity, emotional intelligence & solid work ethic.

Entrepreneurial spirit that enjoys working in a fast-paced and dynamic environment.

Demonstrated ability to maintain objectivity and discretion with confidential information.

Must be able to work well under deadline pressure and manage multiple projects simultaneously.

Demonstrated ability to exercise a high degree of accuracy with multiple details.

Exceptional organizational, time management, administrative, and multi-tasking skills.

Ability to be proactive, follow directions, make decisions, problem-solve, and adapt to change.

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