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Executive Assistant, North America
Fashion Industry Company
New York, NY, United States
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Description
The Executive Assistant’s primary role is to facilitate and support the day to day responsibilities of the President of North America. They will achieve this goal by overseeing assigned projects or activities, coordinating daily schedules/calendar, preparing for meetings and managing travel. The Executive Assistant will provide a high touch and agile approach to administrative duties.
The ideal candidate is flexible, solution oriented and thrives under tight deadlines in a fast-paced, highly demanding work environment while exhibiting excellent customer service and professionalism in all interactions.
Key Responsibilities:
• Execute all tasks with operational excellence:
• Reviewing and prioritizing President’s emails and escalating critical matters for resolution
• Strategically maintain the calendar and all scheduling matters
• Field incoming calls and inquiries, proactively resolve routine matters
• Coordinating complex travel itineraries
• Tracking and compiling expense reports
• Anticipate the needs of the office and ensure all required resources are on hand
• Organize daily work flow for the President of North America. Prepare and manage any correspondence, reports, presentations, etc. as needed. Organize and maintain filing system.
• Manage Outlook calendars and handle all scheduling matters. Schedule appointments and meetings. Coordinate and update any meeting request changes that occur during the day.
• Provide administrative support to ensure effective and efficient meetings. Prepare agendas and issue meeting minutes when required. Gather and organize meeting materials in advance. Reserve conference rooms and work with Office Services for room-setups, audio-visual needs, security, transportation of materials, catering, etc.
• Proven ability to handle confidential information with discretion.
• Coordinate complex travel arrangements and detailed itineraries.
• Interface appropriately with a broad array of internal and external stakeholders, including senior executives, Board members, Retailers, CEW Executives, PCPC Members, NALT and Company employees at all levels and external callers and vendors.
• Organize all logistics of offsite meetings including venues and transportation.
• Process monthly expense reports. Manage incoming bills and statements related to expense report processing.
• Handle incoming telephone calls and take action as required. Screen telephone calls when appropriate and pro-actively handle any routine matters and requests.
• Prepare and organize itineraries for incoming visitors. Provide temporary administrative support when needed to visiting executives. Receive external visitors and ensure they are properly escorted at all times.
• Perform project work as requested.
• Be a resource for the other administrative departmental staff as the Executive Assistant to the Region’s most senior executive.
Qualifications
• 5+ years’ progressive experience in a corporate environment providing administrative support for a senior level executive
• Exemplary professionalism, diplomacy and discretion when handling matters of a confidential nature
• Ability to proactively anticipate needs and potential problems and take independent action as appropriate using good judgment and discretion to resolve issues
• Ability to work with minimal supervision, set goals, create and implement action plans and monitor progress towards goals
• Excellent communication, writing and organizational skills
• Results oriented with the ability to complete assignments in a timely manner
• Highly detail-oriented, while also being able to grasp the “big picture”
• Ability to handle multiple priorities and make clear and timely decisions
• Initiate and execute on project work when requested
• Ability to work well in a collaborative environment and interact effectively with all levels of management and employees
• Highly developed customer service skills
• The ability to remain calm under pressure, and a commitment to excellence are required
• Strong computer skills are essential. Expertise on Outlook and the MS-Office product suite is a necessity, including Word, Excel and PowerPoint