ESSENTIAL DUTIES AND RESPONSIBILITIES
- Serve as a strategic planning partner to the executive, actively managing and triaging a complex calendar to align time with top business priorities; exercise sound judgment in accepting, declining, or reshaping meeting requests.
- Own executive communications flow: review, prioritize, and route correspondence; draft and send communications on behalf of the executive with a high degree of autonomy and professionalism.
- Synthesize information from meetings, reports, and incoming materials into clear, actionable insights; prepare executive-level briefings, summaries, and recaps.
- Coordinate and optimize all scheduling logistics, including meetings, conferences, store visits, and travel, with a forward-looking approach to efficiency and preparedness.
Read, research, and route correspondence; draft letters and documents; collect and analyze information; prepare and send communication on behalf of executive as directed
- Maintain strict confidentiality and discretion in handling sensitive information and business matters.
Prepare executive level reports and recaps
Schedule, plan and attend all meetings of the executive team; transcribe meeting discussions and disseminate; follow up with individuals when necessary
Track expenses; compile and process monthly expense reports for several members of the executive team
Provide support to executive for all tasks and responsibilities relating to external boards and committees on which they serve
Proactively anticipate needs by staying ahead of business priorities, identifying potential challenges, and gathering information or solutions before they are requested.
Represent the executive in select meetings and interactions, independently handling discussions that do not require direct involvement while ensuring alignment with executive priorities.
Handle all aspects of travel arrangements for executive; compile detailed travel folders containing all necessary information
Process invoices for services rendered, ensuring timely payment to vendor partners
Lead day-to-day office operations and supervise two direct reports (Senior Office Assistant and part-time Facilities Technician), setting priorities and ensuring effective coverage of reception, visitor coordination, and workplace services.
Oversee front office functions including phone management, visitor experience, and employee programs such as office lunch coordination to support a welcoming and well-run workplace environment.
Provides oversight for facilities operations by leading technician responsible for managing vendors, scheduling maintenance and repairs, and ensuring timely resolution of office and building needs.
Regular, timely attendance in compliance with the work schedule, and adequate notice to find a replacement for occasional absences
Contribute to team effort by accomplishing related results as needed
RELATIONSHIPS AND CONTACTS
- Supervisory Relationships: Directly reports to the Sr. Vice President of Information Technology
- Organization Relationships:
- Daily contact with all levels of support office and store leaders to provide direct support and guidance
- Frequent contact with partners to gain information, work on joint projects and utilize experts
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- 5+ years of administrative assistant or related experience
- Associate's or Bachelor's degree or equivalent relevant work experience strongly preferred
- Advanced working knowledge of Microsoft Outlook, Excel, Word and Power Point
- Professional, energetic attitude with attention to detail
- Clear, tactful, and effective executive level writing skills
- Ability to communicate verbally with poise, tact, and candor
- Reliable work ethic, sense of urgency, and ability to use discretion
PHYSICAL DEMANDS AND WORK ENVIRONMENT
The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Frequent need to stand, walk, or sit for extended periods of time
- Bending, stretching, and occasional lifting of up to 50 lbs. is required
- Professional appearance and demeanor is a must
WORK SCHEDULE
The Executive Administrative Assistant is a full time position. The work schedule will include mornings, afternoons, evenings, weekends, and holidays as needed.
