Executive Staff Assistant

POSITION TITLE:         Executive Staff Assistant

POSITION SUMMARY:

Provide administrative support to Senior Leadership team members, 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
• Able to work in a hybrid environment, meaning that some work may be performed remotely but certain essential functions must be performed in-person/in-office based on the needs of the business.

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.