The Administrative Assistant will manage the
office of the VP/GM to ensure effective ongoing operations. This includes direct administrative support
to the VP/GM and support for team programs/projects as needed and directed. Superb
attention to detail, persistent resourcefulness, and vigorous follow through
combined with a supportive and helpful attitude is required for success.
Liaise daily with all cross functional teams – North Americateams, Global teams, Field teams, NY office team, and Retailers –answering phones, emails, and communicating on behalf of the VPs office.
Manage calendar – schedule and prioritization of daily meetings tomanage outlook calendar effectively.Proactively looking ahead to reschedule or move conficting calendarrequests as they appear on the calendar.Partner with key assistants in executive leadership offices toensure smooth calendar scheduling.
Coordinate all aspects of Retailer seasonal meetings and allother on/off-site meeting and high-profile dinners: scheduling, contractnegotiation, catering, transportation, flowers, invitations, room set up,security and event staff.
Coordinates, plans, and executes Annual Sales Meeting whichincludes working on the budget, logistics, planning, and flawless onsite execution.
Manage Travel bookings to the US, Canada and Internationalmarkets. Strong attention to detail in coordination, timing, approvals,and booking details to ensure a seemless travel experience that meetsexpectation.
Prepare travel itineraries for all market visits. Coordinatemultiple team members’ info into one master itinerary to ensure all directreports involved in the trip are in the loop on all travel and agendadetails. Work proactively with Director for that market / account toensure proper planning and details before issuing.
Prepare, re-allocate and submit expense reports for Vice Presidentand regional AMEX meeting card in a timely manner every month. Review all VP direct reports expenseapprovals - check for policy adherence and flag any issues forresubmission before approving.Ensure team is up to date on all expense submissions.
Generate no-charge orders and manage product closetinventory. Track spend for all nocharge and ensure proper approvals.
Update departmental email distribution lists, organization chart,and retailer contacts list on a regular basis as any changes occur.
Provide day to day department support as outlined (but not limitedto):
Manage all vendor invoices and paymentsin partnership with finance.Ensure payments are issued on time and complete. Track budget spend against key areaslike PR/Social. Be the brand back up on invoicing for both brandsmarketing functions.
Passport system; allocations etc. To bea back up power user for Passport System.
Work closely with finance and salesoperations for proper tracking, coding, and management of spend. Ensure VP approval and alignment.
Shipping out and receiving in alldepartment needs from office supplies, to messenger services, to eventprogram support to market meeting needs.
College University Graduate Required.
2 years admin experience in acorporate, business, and/or non profit environment.
Event Planning and execution experience with business events,charity events, social events, or corporate events is necessary.
Excellent communication and interpersonal skills.
Superior organizational skills – attention to detail is a must.
Discretion and professionalism when handling matters of aconfidential nature.
Ability to travel for National Sales Meeting planning andexecution – will require flexible work week/days to accommodate specialmeetings and planned after hours events 4 – 5times a year.
Proficient computer skills including Microsoft Office applications– Outlook, Word, Excel, PowerPoint.Familiar with both Mac and PC a plus.
Primary Location: Americas-US-New York
Job Type: Standard
Shift: 1st (Day) Shift
We are an equal opportunity employer. Minorities, women, veterans, and individuals with disabilities are encouraged to apply. Job Number: 1810021