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Executive Assistant
Lord & Taylor
New York, NY, United States
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Company Description
Hudson’s Bay Company is one of the fastest-growing department store retailers in the world. In North America, HBC’s leading banners include Hudson’s Bay, Lord & Taylor, Saks Fifth Avenue, Gilt, Saks OFF 5TH, Find @ Lord & Taylor, and Home Outfitters. In Europe, HBC’s banners include GALERIA Kaufhof (the largest department store group in Germany), Galeria INNO (Belgium’s only department store group), and Sportarena. At HBC we are a company of adventurers who explore uncharted territory, challenge convention, and work with imagination and fun.
Role Overview
As the administrative support, the Executive Assistant is accountable for coordinating the activities of several leaders within the department. The Executive Assistant performs a wide variety of administrative support services, ranging from complex to routine, all of which contribute to the efficient and professional operation of the office’s team and leaders.
Main Responsibilities
• Manage calendars - prioritizing appointments and proactively resolving scheduling conflicts.
• Responds to phone, email and in-person inquiries – providing general information and referring inquiries to appropriate sources based on a broad knowledge procedures, protocols and personnel.
• Provides support to various meetings the leaders chairs by typing and distributing minutes, preparing agenda packages, arranging meeting dates/times/rooms, contacting participants, and extensive follow-up on items as needed. Attend meetings, as required, to record minutes.
• Organizes special events as required by the leader’s office which includes invitations, facilities, and catering arrangements.
• Completes and submits expense claims.
• Maintains comprehensive records on budget expenditures for the cost center.
• Maintains records regarding vacation and leaves for staff reporting on the department.
• Organizes and schedules meetings, including contacting participants, booking rooms, ordering
refreshments, and arranging for parking as required.
• Prepares the leader’s calendar and a daily folder that contains the relevant and pertinent meeting material as identified by the leader.
• Makes travel arrangements required, including booking flights, hotel accommodation, car rental, and providing directions.
Qualifications
• Bachelor’s degree or equivalent combination of education and experience.
• Minimum of two years relevant experience working with an executive office team and providing service to the public.
• Intermediate to expert level competence with MS Office and database applications.
• Strong attention to detail
• Strong oral and written communication skills
• Excellent problem solving ability
• Ability to work in a fast-paced work environment
• Ensures confidentiality, diplomacy and tact at all time