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Administrative Assistant
Ralph Lauren
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
Ralph Lauren Corporation (NYSE:RL) is a leader in the design, marketing and distribution of premium lifestyle products in four categories: apparel, home, accessorizes and fragrances. For nearly 50 years, Ralph Lauren's reputation and distinctive image have been consistently developed across an expanding number of products, brands and international markets.
Purpose and Scope:To provide assistance and organization in the areas of scheduling, communication, budgeting, travel, and record keeping.
Key Responsibilities:
• Outlook Calendar
◦ Keep the calendars of SVP and Design VPs updated at all times throughout the week.
◦ Reach out to each SVP and Design VP’s at the end of each week to understand the top priorities and possible delegations of calendar items for the following week.
◦ Facilitate the scheduling of team and/or brand meetings by following up on team member requests for calendar time with SVP and/or VP’s.
◦ Coordinate with other departmental assistants to coordinate calendars and arrange for appropriate meeting times.
◦ Communicate in a timely and urgent manner any calendar shifts that occur throughout the day or week.
◦ Anticipate shifts proactively by utilizing information from the weekly calendar meetings as well as past experience to avoid last minute changes.
• Facilities / Office Support / Shipping
◦ Coordinate with facilities as needed for issues in the workspaces.
◦ Order supplies for teams as needed. Basic supplies should be ordered on a monthly schedule. Occasionally run errands to buy specialty supplies as needed.
◦ Keep supplies organized and accessible.
◦ Coordinate with IT/Help Desk as needed for SVP and Design VP’s. Additional team support if time allows.
◦ Troubleshoot issues related to equipment set up for new hires.
◦ Assist if possible to help solve issues with departmental printers, scanners, etc.
◦ Facilitate daily FedEx, messenger and interoffice shipping.
• Record Keeping
◦ Process time off requests. Keep accurate annual records of team’s vacation, personal and summer Friday time off.
◦ Assist SVP with year-end reviews. Communicate deadlines to team. Organize binders or other documents required by HR.
◦ Create and organize seasonal stat binders for Design VP reference.
◦ Assist with other information organization projects if needed.
• Finance
◦ Prepare and submit monthly Travel and P Card expense reports for SVP and Design VP’s.
◦ Review and verify accuracy of SVP and Design VP’s team Travel expense reports. Approve by proxy as authorized by SVP or VP’s.
◦ Troubleshoot expense report issues for the denim team if time allows.
◦ Maintain records of budget status and communicate relevant balances to Design VP’s on a monthly basis.
◦ Process and/or record all departmental invoices.
◦ Pursue and implement opportunities for cost savings/sharing within corporation.
• Travel
◦ Arrange and confirm travel bookings for SVP and Design VP’s.
◦ Coordinate T+E Finance approval for all team members prior to bookings.
• General
◦ Greet and assist guests who are visiting Denim departmental areas.
◦ Order and pick up lunch if necessary.
◦ Run errands if necessary.
◦ Return inspiration samples to stores and/or vintage dealers in person or via FedEx.
◦ Coordinate SVP and Design VP’s magazine subscriptions and renew as needed.
Requirements:
• College degree preferred
• Demonstrated ability to provide superior customer service
• Advanced Word, Excel, PowerPoint, and Outlook experience required
• Heavy calendar maintenance experience
• Proven ability to manage multiple tasks/projects effectively
• Deadline and results driven within team environment
• Superior problem solver with great research skills and a proactive approach
• Pleasant, mature, and professional communication with all levels of management
Ralph Lauren is an equal opportunity employer. We offer dynamic career opportunities with growth potential and a generous company discount.