Executive Assistant

POSITION SUMMARY

Serve as primary support person to multiple EVPs/VPs to ensure a smooth and efficient workflow and deliver a meaningful experience for the executive team and the organization as a whole. Partner with the executive team to establish collaboration and trust by acting as a barometer, anticipating needs and cultivating a sensitivity to issues taking place in the department and organization. Effectively coordinate the flow of communication between internal departments, external vendors/contacts and executives to keep them well informed of upcoming commitments, and deadlines. Frequently communicate directly on behalf of the executive and determine appropriate course of action, referral or response.

PRIMARY RESPONSIBILITIES

55% – Calendar Management:  Simultaneously manage and maintain an extremely active calendar of appointments for multiple EVPs and VPs and other project calendars. Achieve desired results by taking initiative and appropriately allocating executive’s time to ensure  smooth functioning operations related to day to day complex schedules and conflicts. Adept at staying calm, poised and focused, while modifying schedules and re-prioritizing deadlines.

15% – General administrative Support:  Responsible for expense report management, monthly sales memos, update/maintain monthly reports, file management, screening incoming calls, mail, updating and maintaining lists, managing contacts, drafting new hire transition plans (itineraries, onboarding, checklists), conducting research and a number of other general administrative duties. Demonstrate high level of customer service with emphasis on follow-up and effective resolution to ensure both internal and external contacts feel well attended to.

10% – Meeting administration:  Team up with executive team and key stakeholders to gather data, manage moving parts and deliverables for on-site and off-site meeting preparation. Responsible for development and distribution of agendas, presentation materials and supporting documents, and minutes.  Participate as a meeting attendee to serve as scribe.

7% – Travel administration:  Assist in planning and successfully executing complex and detailed travel arrangements, itineraries and agendas for real estate site tours, regional store tours, new market tours, manager interviews, manager selections, training sessions, executive forums/conferences and supplier relationship trips involving domestic and international travel. Coordinate travel details with outside vendors.

8% – Correspondence:  Complete critical aspects of deliverables with a hands-on approach, including drafting memos, letters, email correspondence and other documents, sheets or slides (some of which are confidential in nature) that facilitate executive’s ability to effectively lead and impact the Company.

5% – Project support:  Responsible for the coordination of Area Meeting document preparation, Regional Tour Books, New Store Opening Calendar.  Collaborate with upper management, internal resources and vendors on special projects, some of which have organizational impact, for a flawless execution.

MINIMUM REQUIREMENTS

• At least 5 years or more of increasingly responsible administrative and/or executive assistant experience, supporting C-level executives.
• Computer literacy required including keyboarding ability.  Must be adept at using various applications including Google Gmail, Docs, Sheets and Slides, Adobe Acrobat and Microsoft Office Suite. Skilled in the use of basic technology including mobile devices.
• Knowledge of general office procedures and practices. Excellent business acumen and ability to exercise tact, sound judgment and proven ability to handle confidential information with discretion. Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly and meet deadlines in a fast paced environment. Strong interpersonal skills and the ability to build relationships with key stakeholders, staff and external partners. Expert level written and verbal communication with attention to detail. Proactive approach to problem-solving with strong decision-making capability.  Ability to work in a team environment and also independently. Forward thinker who actively seeks opportunities and proposes solutions.