Executive Assistant

Job description

Description

Position Description

The Executive Assistant is responsible for providing executive level administrative support to multiple executives within the PINK leadership team. The successful Executive Assistant will be an excellent problem-solver, be forward thinking and anticipate needs, use technical and business vocabulary and has detailed knowledge of business operations.

 

Responsibilites

CALENDAR AND E-MAIL

·  Manage the leader’s calendar; identify potential conflicts and make recommendations for resolution
·  Develop a clear understanding of your functional area’s meetings (cadence, purpose, attendees)
·  Review and Process email as directed by the leader
·  Participate in the weekly Admin. Meeting to identify and resolve potential calendar conflicts and address new calendar issues
·  Demonstrate adaptability, flexibility, and resourcefulness as changes occur in schedules, plans, documents, or other situations throughout the business day

GENERAL DUTIES

·  Perform Administrative duties (phones, processing, copying, mailing, faxing, filing, report distribution, etc.)
·  Schedule and Manage Domestic Travel and Transportation Arrangements; complete and verify expense reports
·  Order Department supplies as needed by team members

MEETING COORDINATION & INFORMATION GATHERING

·  Coordinate all details of setting up meetings owned by leader (room reservation, table arrangement/set-up, refreshments, supplies, technology support)
·  Ensure agenda and meeting information are distributed prior to the meetings owned by leader
·  Ensure that support documents are published in a timely way to meet the needs of the leader
·  Coordinate deadlines/requests/issues for the leader
·  Develop creative ways to gather the information (Ex. learn how others prefer to respond—voicemail,  email, in person)

COMMUNICATION

·  Act as a liaison to other cross-functional partners as directed by the leader
·  Communicate with team members both internally and externally as appropriate

ON-BOARDING

·  Responsible for on-boarding new associates
·  Responsible for coordinating the on-boarding schedule for department hires; also in charge of office set-up (phone, computer, log-on, etc.) for all department hires 

Qualifications

·  Eight to ten years' experience as an Executive Assistant providing support to a senior executive in a fast-paced, dynamic environment required
·  Advanced PC skills (proficient using Microsoft Windows, Word, Excel, Outlook, PowerPoint and the Internet)
·  Proven track record including roles of increasing responsibility
·  Corporate retail/finance experience preferred
·  Proven success working in an environment where multi-tasking is the norm
·  Creative problem-solving skills
·  Advanced calendar management, multi-tasking and organizational skills
·  Excellent interpersonal and communication skills (written and verbal)
·  Ability to anticipate Executive's needs 
·  Strong adaptability, flexibility, initiative and resourcefulness
·  Ability to exercise independent judgment and decisions
·  Demonstrated ability to maintain a high level of professionalism and confidentiality

An equal opportunity employer, we do not discriminate in hiring or terms and conditions of employment because of an individual's race, color, religion, gender, gender identity, national origin, citizenship, age, disability, sexual orientation, marital status or any other protected category recognized by state, federal or local laws. We only hire individuals authorized for employment in the United States.