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Executive Assistant
Fashion Industry Company
Los Angeles, CA, United States
Job Details - this job has expired, please see similar jobs below
Job Summary
The Executive Assistant (“EA”) will support the General Manager, Americas at TOMS and will be the primary point of contact for internal and external inquiries on all matters related to this Executive. The EA will also be the liaison to the TOMS Management Team.
The ideal EA will have the ability to exercise good judgment in a variety of situations with strong written and verbal communication and organizational skills, and the ability to manage multiple priorities simultaneously. The EA will have the ability to multi-task, manage extensive scheduling and travel for the Executive, as well as proactively prepare for meetings and follow through, as necessary. The EA must be proactive, able to work under pressure at times to handle a wide variety of activities and confidential matters with great discretion and professional poise. The EA will partner with other Executive Assistants at the company to coordinate cross-department meetings.
Essential Responsibilities
Calendar Management:
•Manage an extremely active and ever changing calendar of appointments
•Coordinates appointments, conference room booking, meeting logistics, and material preparation as needed to support meetings and projects
Business Travel:
•Arrange complex and detailed travel plans, itineraries and agendas
•Manage all domestic and international travel schedules including but not limited to: all logistical details, legal travel issues, e.g. visas, insurance, and coordinating with internal and external resources to make arrangements and itineraries
•Maintain travel schedules and remain proactive with any schedule changes and communication
Correspondence & Communication:
•Provide a bridge for smooth communication between the Executive and internal departments by demonstrating leadership, trust and credibility
•Assist in follow up of emails and calls and by ensuring the Executive’s needs are updated
•Develop, enhance, edit, and maintain a wide range of documents, including contacts, meeting notes, reports, charts, agreements, correspondence, and presentations with 100% accuracy. This includes communication and correspondence that may be of complex and confidential nature. This also includes document version management and control.
•Maintain expense reports; noting issues while making recommendations in the process
Administration:
•Use sound judgment and common sense to resolve most questions and problems independently, referring only the most complex issues to higher levels
•Available as needed on email and cell on weekends (especially when Executive is traveling in different time zones)
•Help with planning events, gift buying, etc. as needed
•Additional duties may be assigned as needed
Requirements & Qualifications
•Bachelor Degree preferred
•Eight to ten years of experience supporting Executive level leaders
•Strong organizational and communication skills, both verbal and written
•Perceived as approachable; demonstrates strong interpersonal skills and ability to build relationships at all levels of the organization
•Emotional maturity, ability to relay information with tact and diplomacy
•Highly resourceful team player, with the ability to be highly effective independently
•Comfortable working in a fast paced environment
•Must have "can-do" attitude, sense of humor, and enjoy being a team player who works well with others to get the job done
•Advanced Computer Software skills and experience in: SharePoint management, Outlook, Word, Excel, PowerPoint, Visio in addition to advanced Internet research. MAC proficient – as well as IPHONE and IPAD
•Ability to work outside the standard work day, as needed, in order to support deadlines, domestic and international travel
•Demonstrated ability to properly handle and maintain confidential information
EEO Statement
TOMS is an equal opportunity employer and will consider applicants with criminal histories in a manner consistent with the requirements of the ordinance