Administrative Assistant

This role is also open to the following locations: Dallas, Chicago, New York, Santa Monica

In this position you will provide direct administrative support to the Senior Vice President of Sales for the Multi-Channel retail segment as well as the Senior Vice President of Sales for Category & Insights. Responsibilities will include but are not limited to: calendar management, coordination of meetings and travel (domestic/international), preparation of PowerPoint presentations, internal communications, report distribution and record-keeping.

RESPONSIBILITIES

Areas that play to your strengths

All the responsibilities we'll trust you with:

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• EXECUTIVE SUPPORT

  Calendar & travel management for SVPs (domestic and international)

  Plan and orchestrate meetings and calls across business units

  Process forms and expense reports

  Ensure that tasks and projects are completed correctly and on time

  Proactively communicate follow-up information on all matters

  Run/manage staff meetings including agenda coordination and timely action-oriented recaps

• EVENT & MEETING SCHEDULING, PLANNING, & COORDINATION

  Lead the planning and production of all department level activities, including off-sites, workshops and team building events.

  Manage and communicate Executives' calendars and assist with time management and prioritization.

  Maintain department calendar; schedule and coordinate regular and one-off department meetings, develop meeting agendas, and draft and distribute meeting minutes.

  Provide admin support to Sales departments and their respective department heads as needed.

• PRESENTATIONS & COMMUNICATION

  Create high quality PowerPoint presentations

  Liaise with various departments, timely communicating information, analysis or reports.

• ADMINISTRATIVE TASKS

  Organizing and maintaining team calendar

  Scheduling appointments, meetings and workshops, responsible for meeting minutes

  Make travel arrangements and verification of travel costs

  Assist in preparations for meeting and calls

  Responsible for internal communications (collaboration, contact management etc.) and information flow, correspondence on behalf of the manager

  On-boarding of new employees

  Carrying out specific small projects & research, assist in projects

  Other administrative duties as assigned (e.g., ordering office supplies, send FedEx).

• COMMUNICATION/TEAMWORK

  Strong interpersonal and influencing skills

  Strong attention to detail

  Professional/polished communication style

  Actively listens, expresses ideas/thoughts effectively

  Ability to work with multiple managers and personality types - in different time zones

  Works within and outside formal lines of authority

  Patient & humble – partners effectively with various stakeholders

EXPERIENCE

Your areas of knowledge and expertise

that matter most for this role:

• EXPERIENCE, KNOWLEDGE, & EDUCATION (IF APPLICABLE) REQUIRED
• 2+ years’ Experience in positions related to sales and marketing
• Experience in coordinating large events & meetings preferred
• Understanding of P&L and business drivers preferred
• Understanding of business insight/category management principles preferred
• Strong MS Office Skills:  Outlook, PowerPoint, Excel and Word must be very proficient
• Strong written/verbal communication – professional writing skills (letters, internal emails, etc.)
• Capable of working well with diverse personalities
• Excellent organization and project management skills
• Experience supporting multiple leaders preferred

• Travel 10-20%
• Permanent
• Benefits eligible