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Executive Assistant – Sustainability & Responsibility and Corporate Communications
VFC
Greensboro, NC, United States
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Executive Assistant – VF Sustainability & Responsibility and Corporate Communications
Position Summary:
The Executive Assistant, VF Sustainability & Responsibility and Corporate Communications is responsible for providing administrative and project support to the VF’s Vice President, Global Corporate Sustainability and VF’s Senior Director, Corporate Communications, and their teams. The nature of work is varied and typically project oriented with both long- and short-term projects requiring impeccable attention to detail, creativity, ingenuity, and autonomy.
Key Responsibilities:
Administrative Support for VP, Global Corporate Sustainability and Senior Director, Corporate Communications
• Completes daily administrative tasks that includes answering phones, filing of memos/letters, handling incoming/outgoing mail, email, faxes, copies, etc. Has frequent access to highly confidential information and files.
• Schedules appointments and manages leader schedules.
• Serves as liaison between executives, managers and visitors as required; reviews requests and schedules appointments, interviews and meetings.
• Coordinates all business travel arrangements; arranges travel schedule and reservation via Corporate Travel program; includes flight, hotel and ground transportation; files travel expenses for reimbursement.
• Assists with meeting planning and set up; schedules conference rooms, orders catering, secures technology and other resources as required.
• Support team in spreadsheet, Powerpoint, graphics, forms, and chart software to create and edit presentation materials, reports, and other documents as needed.
• Develops and maintains good working relationships throughout the organization by exhibiting outstanding customer service skills with all internal and external customers.
• Order supplies and products as necessary and maintain supply records for invoicing
• Participates in special projects as required and needed.
• Performs these and other departmental duties as assigned.
Team/Function Support
Sustainability & Responsibility
• Provide administrative support for the Sustainability & Responsibility data management system. Manage the governance, protocols and general system maintenance for S&R Program and the global teams
• Support file sharing and management of key documents
• Support the global Sustainability & Responsibility Council. Help coordinate semi-annual council meeting activities, logistics, lodging, meeting preparation and on-site details as needed. Support monthly calls by providing agendas, materials and notes. Support follow-up across the teams.
• Support the teams annual project workplans and weekly updates for team meetings. Support team meetings by distributing materials and follow-up minutes/notes.
• Support the VF S&R Collaboration Portal on sharepoint.
• Support the VF WHQ Earth Day celebrations; and contribute to the overall local WHQ sustainability and community efforts.
• Support the VF S&R Leadership Team quarterly meetings. Work with respective admin’s to schedule meetings and distribute materials. Support the team with Board Meetings, SLT Meetings and Quarterly Reviews.
• Establish and maintain filing systems
Corporate Communications
• Support extended Corporate Communications team members with planning and scheduling for international travel.
• Coordinate logistics for quarterly Communications Community of Practice meetings, including meeting activities, lodging, meeting preparation and on-site support.
• Provide planning and scheduling support for Corporate Communications events, including news conferences, associate town hall events, and other events as needed.
Requirements:
• Minimum 5 years of experience supporting senior leaders in a large corporate environment.
• A passion for sustainability and social responsibility
• Strong verbal and written communication skills
• Strong interpersonal skills; an ability to develop relationships across organization and be considered a respected liaison for the team.
• Excellent planning, scheduling and problem solving skills
• Excellent organizational, communication and grammatical skills with a strong attention to detail required
• Strong PC skills and knowledge of MS Word, Excel and PowerPoint are required. Experience with Microsoft Sharepoint preferred
• Must be able to work professionally with flexibility in handling multiple priorities in a fast-paced environment
• Advanced typing and computer skills are required including a solid knowledge of word processing, spreadsheet, presentation, and desktop publishing
• Ability to maintain strict confidentiality