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Sr. Executive Secretary
The North Face
Alameda, CA, United States
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POSITION SUMMARY
The primary responsibilities of the Sr. Executive Assistant, as part of The North Face's Executive Support team, are to provide general administrative and personal project support for the Global Vice Presidents of Creative and Product. Nature of work is somewhat varied and typically project oriented with both long and short term projects requiring creativity and ingenuity. Must be able to work confidentially and professionally with flexibility in handling multiple priorities in a fast paced environment. This position requires excellent organizational skills, strong attention to detail, excellent grammatical and communication skills, planning, scheduling and problem solving skills.
KEY RESPONSIBILITIES
• Schedules all appointments, meetings and conferences and maintains calendars.
• Completes daily administrative tasks that include heavy phones, correspondence preparation, distribution, and filing of memo/letters, handling incoming mail, e-mail, faxes, making copies, sending faxes, etc.
• Reads and routes incoming/outgoing mail, forwards appropriate information to other executives, departments/and others (ex. VF Corporate), follows-up with correspondence replies and action items.
• Develops and maintains good working relationships throughout the organization by exhibiting outstanding customer service skills with all internal and external customers.
• Coordinates, plans, and participates in conferences when required, client meetings, and staff meetings.
• Acts as liaison between management and staff members, customers and vendors.
• Coordinates all business travel arrangements. Arranges travel schedule and reservations via Corporate Travel program or other source as designated and provides complete and thorough follow-up.
• Uses spreadsheet, word processing, graphics, forms, and chart software to create and edit presentation materials, reports, and other documents.
• Establishes and maintains filing systems. Ensures corporate filing system is up to date by keeping accurate copies of projects, correspondence, and or other related materials.
• Prepares and coordinates expense report reimbursement. Provides accounting detail and follow-up with reimbursement for expenses.
• Provide training for new Administrative Assistants, including travel, expenses, and meeting procedures. Should provide new Administrative Assistants with necessary phone lists, company policies and procedures.
SKILLS & JOB REQUIREMENTS
• 5+ years of related professional experience.
• Bachelor's Degree or equivalent combination of education and experience.
• Experience in administrative support primarily reporting to Senior Management.
• Experience in handling Confidential Information in a professional manner.
• Excellent typing skills.
• Excellent PC skills (spreadsheets, word processing, presentation, desktop publishing).
• Must understand the importance of meeting deadlines and following through on details.