POSITION TITLE: Executive Staff Assistant

REPORTS TO: SVP Level Executive - HR

POSITION SUMMARY:

Provide administrative support to the Executive, their direct reports, and total team.

 

RESPONSIBILITIES:

CALENDAR MANAGEMENT: 

Manage scheduling and coordination of meetings, team meetings, and individual meetings across all time zones for Executives with a clear sense of urgency and accuracy Take ownership for ensuring prioritization is clear and executed against Attend weekly Direct Report Meeting; prepare agenda items and support any follow up actions necessary for the group

TRAVEL & EXPENSES:

Reconcile and approve invoices and all expenses in a timely manner meeting expense deadlines Coordinate domestic and international travel arrangements; prepare detailed travel itineraries inclusive of flights, visas, hotels, meeting agendas, etc. Take ownership for ensuring travel & expense challenges are addressed and acted on in a timely manner

COMMUNICATION & DOCUMENTATION:

Prepare requested presentations and other forms of communication to internal and external Business Partners Update confidential reports/materials as directed & create/prepare materials for key meetings  Handle proprietary and non-routine information with confidentiality Understand and execute against priorities, where not clear seek to understand Build and maintain positive relationships with leadership, peers, and associates

PRIORITIZATION & TIME MANAGEMENT:

Ability to work in a fast-paced and deadline-oriented environment Ability to juggle multiple executives’ schedules and deliverables Able to prioritize tasks/requests in order to meet deadlines with critical attention to detail Proactively communicate with team to ensure they are aware of timelines and conflicting priorities Flexibility to work outside of U.S. time zones is sometimes required due to leader’s travel schedule or international partners

GENERAL RESPONSIBILITIES:

Answer and screen all incoming calls and emails, and handle appropriately Manage Timekeeping in Kronos & PTO calendar for hourly associates on team Provide general support for salary associates on time keeping as well Support senior leaders with administrative tasks, such as but not limited to: IT tickets, new hire set ups, meeting room bookings, etc. Order necessary supplies/samples for department Other projects and responsibilities as assigned Flexible hours to stay as needed. Ability to work with ease and efficiency in high activity work environments In person/in-office collaboration is required, the frequency of such in-person/in-office collaboration (e.g., portion of week, entire week) is dictated by business needs - estimated to be at least 3 day/week

QUALIFICATIONS

Associate’s or Bachelor’s degree or commensurate experience required 5+ years previous experience supporting Executive Leadership in a high touch capacity preferred  Experience booking & managing extensive international travel schedules as well as visa applications Experience with Concur & Ariba preferred or similar expense systems Strong analytical, prioritizing, organizational, interpersonal, and problem-solving skills Strong verbal and written communication skills Proven ability to work in a multicultural environment  Demonstrated collaborative skills and ability to work well within a team Ability to work in a fast-paced and deadline oriented environment Self-motivated with critical attention to detail, deadlines and reporting High degree of proficiency Google Workspace & Internet applications PAY/BENEFITS INFORMATION: Actual starting pay is determined by various factors, including but not limited to relevant experience and location. Subject to eligibility requirements, associates may receive health care benefits (including medical, vision, and dental); wellness benefits; 401(k) retirement benefits; life and disability insurance; employee stock purchase program; paid time off; paid sick leave; and parental leave and benefits. Paid Time Off, paid sick leave, and holiday pay vary by job level and type, job location, employment classification (part-time or full-time / exempt or non-exempt), and years of service.  For additional information, please click HERE. AEO may also provide discretionary bonuses and other incentives at its discretion.