Executive Assistant - Merchandising & Planning

Job Summary:

The Executive Assistant plays a vital role in supporting the business activities of key divisions/pyramids within the organization. This position establishes a strong and strategic partnership with senior leaders to enhance day-to-day efficiency and serve as a communication liaison. The Executive Assistant assumes responsibility for complex and confidential administrative assignments, providing support to the entire function of the organization. This role demands a high degree of professionalism, discretion, organizational skills, attention to detail, and the ability to manage multiple priorities. The coordinator’s duties require confidentiality, teamwork, initiative, sound decision-making, independent judgment, and the capability to escalate serious or unique problems to higher levels. The ideal candidate is driven by a commitment to high customer service and strives to make a substantial and valuable impact on the organization.

Time Commitment:

This position requires a commitment of approximately 1 day a week at the Dallas Hub Office. Additional hours may be necessary to handle specific tasks or events as they arise.
 

Job Duties:

Provide comprehensive support and professional business skills to anticipate the division/pyramid’s needs and successfully coordinate and execute daily business activities. Assists leaders with a variety of complex duties involving contact and exposure to proprietary information.

• Act as an administrative partner for the entire division, working cross-functionally with all departments in a professional and customer-focused manner.
• Collect and prepare information for use in discussions/meetings, including the preparation of high-quality executive-level presentations, documents, and spreadsheets.
• Maintain appointment schedules and coordinate meetings, including conference calls. Proactively monitor email inboxes and arrange travel and hotel reservations as requested. Prepare itineraries and assemble materials. Accurately prepare expense statements.
• Handle calendar management and intricate travel arrangements proficiently
• Undertake projects with direction, such as the preparation of correspondence, reports, and presentations. Offer ideas for executive and team improvement and best practices when required or as appropriate.
• Exercise judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.
• Prioritize and manage daily action items for personal follow-up and management. Assist and relieve executives of a variety of complex administrative duties involving contact and exposure to proprietary information.
• Determine when to act on behalf of the executives and when to refer problems for personal attention. Handle highly confidential and critical details, including human resource data, budget, and forecasts.
• Use initiative to prepare responses and assemble background information from multiple sources. Follow-up to ensure proper and timely action is taken.
• Coordinate team events, including planning, logistics, attendee confirmations, and related tasks. Monitor event spend according to budget if required/requested. Manage event requests, invoices, and related paperwork as necessary.
• Serve as the main point of contact for the division/pyramid externally and internally.

Additionally, the Executive Assistant will also have the following specific responsibilities for the Dallas Hub:

• Efficiently check in guests and manage deliveries using the hub desk iPad.
• Coordinate the distribution of hub locker keys for secure storage.
• Oversee the lost and found process, ensuring proper documentation and resolution.
• Validate parking arrangements for both guests and new associates.
• Act as a knowledgeable resource, addressing questions from associates and guests.
• Collaborate with the hub experience manager to escalate work orders and resolve issues.
• Ensure the smooth opening and/or closing of the hub desk through meticulous checklist completion.

Note: The above job duties are provided as a general guideline and may be subject to change based on the needs of the organization.

Job Requirements:

• Must be based in Dallas or DFW area
• Strong technical competency, specifically advanced skills in MS Outlook, Word, Excel, and PowerPoint
• Highly customer service oriented with superb interpersonal skills
• High degree of professionalism
• Superior oral and written communication skills
• Excellent organizational skills
• Ability to multi-task and shift priorities as needed
• Foresight to anticipate questions/issues, and attention to detail
• Ability to have tact and good judgment in confidential situations and proven experience interacting with senior management
• Strategic agility and decision-making abilities; with a problem-solving mindset
• Self-motivated and ability to work independently with minimal supervision
• 5 – 10 years of previous experience supporting multiple executives

To perform this job successfully, an individual must be able to perform each job duty satisfactorily. The requirements listed above are representative of the knowledge, skills and/or ability required.