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Administrative Assistant
GUESS
Los Angeles, CA, United States
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Job Description
POSITION TITLE: Administrative Assistant
POSITION PURPOSE:
Develops and maintains a platform of direct support to the Senior VP/GMM - Factory and the execution of their day-to-day operations.
ESSENTIAL FUNCTIONS:
Provide support to the Senior VP/GMM- Factory to increase productivity: a) Manage the calendar to ensure that it is organized and not overscheduled b) Compose memos to be sent to buying and planning departments regarding logistics, protocol and strategies c) Fill out and turn in expense reports to all appropriate departments d) Interact effectively with other departments and senior executives as a representative of the department e) Field calls from vendors, merchandise coordinators and visual managers resolving issues and problems with first time resolution within 24 hours f) Track department budgets to avoid overspending and advise on up to date available funds
Perform essential administrative duties to ensure that the office runs smoothly and efficiently: a) Manage office supply inventory. Order supplies when needed b) Answer the telephone and take messages in order to screen calls and prioritize issues c) Keep record of employee personal days, sick days, and vacation days d) Maintain current filing to allow for easier retrieval of information e) Ensure that all paperwork is completed and processed in a timely manner f) Oversee maintenance and upkeep of all office machines g) Act as liaison between corporate maintenance and department for any building/office repairs
Project Management: a) Design and develop spreadsheets to parent information in a more straight forward and visually pleasing format b) Maintain timelines on important inter-departmental documents to ensure smooth operations between buying and the field c) Oversee the set up and materials for all department conferences d) Manage records of all contests, team projects and store competitions between field and corporate for the department, including the organization of holiday store visits e) Manage records of visual signage and approvals while troubleshoot with coordinators, buyers, and visual to achieve resolution within 24 hours f) Book, manage and maintain record of all travel for department at manager level and above
EDUCATION: High School
YEARS OF EXPERIENCE: 4-6 Years