Offers “Lbrands”

Expires soon Lbrands

Executive Assistant

  • Internship
  • Amsterdam (Montgomery County)

Job description

Description

The Executive Assistant is responsible for providing advanced professional administrative support to the EVP of Design. They will manage various projects which may require a high degree of analysis, uses technical and business vocabulary and has a comprehensive knowledge of business operations. Has the ability to problem-solve, be forward thinking and anticipate needs.

RESPONSIBILITIES:
CALENDAR AND E-MAIL
– Manage the leader’s calendar; identify potential conflicts and make recommendations for resolution
– Develop a clear understanding of your functional area’s meetings (cadence, purpose, attendees)
– Prioritize incoming information and appointments
– Develop creative ways to gather the information (Ex. learn how others prefer to respond to voicemail, in email, in person)
– Demonstrate adaptability, flexibility, and resourcefulness as changes occur in schedules, plans, documents, or other situations throughout the business day
-Contributor to ongoing improvement of process, the team and space on the floor.

TRAVEL
– Schedule and manage Domestic Travel and Transportation Arrangements on a monthly basis for the leader
– Manage all aspects of large group travel internationally for 14+ people, multiple times a year.

BUDGET
-Budget tracking for the department in junction with finance.

GENERAL DUTIES
– Complete and verify expense reports
– Perform Administrative duties (processing, copying, mailing, faxing, filing, report distribution, etc.) as directed by the EVP.
– Weekly back up to the CEO Executive Assistant when the CEO is in New York.

MEETING COORDINATION & INFORMATION GATHERING
– Coordinate all details of setting up meetings owned by leader (room reservation, table arrangement/set-up, technology support)
– Ensure agenda and meeting information are distributed prior to the meetings owned by leader
– Close partnership with the operations team and other EA’s in managing ongoing development meetings. Understanding of the development calendar from a high level.

COMMUNICATION
– Act as a liaison to other cross-functional partners as directed by the leader including human resources, finance and operations.
– Communicate with team members both internally and externally as appropriate, including daily communication with other EA partners.
The Executive Assistant is responsible for providing executive level administrative support to the SVP of Talent Management and Total Rewards for Limited Brands. This person must have the ability to problem-solve, be forward thinking and anticipate needs. Manages special projects that will include creating complex presentations, charts and spreadsheets for board meetings.

We want you to:

·  Effectively manage complex business calendar and executive’s schedule. Communicate calendar changes to those affected in a timely manner
·  Prioritize incoming information and/or appointments
·  Open/sort mail for Executive and team; forward to others when necessary
·  Review e-mails for priority information and meeting requests as directed
·  Has the ability to work in an environment where multi-tasking is the norm; A problem-solver
·  Stay updated on executive’s priorities on a daily basis
·  Schedule touch-bases and staff meetings with direct reports. Troubleshoot as needed
·  Provide current agendas and necessary materials to prior to meetings. Keep executive informed of time/date/location changes of meetings
·  Strong writing skills; the ability to create correspondence on behalf of the Executive with some direction
·  Arrange executive travel
·  Prepare and compile presentation documents
·  Complete and reconcile invoices and expense reports
·  Maintain office supply inventory
·  Receive and screen telephone calls

Qualifications

• 5 to 7 years’ experience as an Executive Assistant providing support to a senior executive in a fast-paced, dynamic environment required
• Advanced PC skills (proficient using Microsoft Windows, Word, Excel, Outlook, PowerPoint and the Internet)
• Knowledge of Adobe InDesign and Illustrator preferred.
• Proven track record including roles of increasing responsibility
• Corporate retail/finance experience preferred
• Proven success working in an environment where multi-tasking is the norm
• Creative problem-solving skills
• Advanced calendar management, multi-tasking and organizational skills
• Advanced travel management/booking and dealing with Visa’s
• Excellent interpersonal and communication skills (written and verbal)
• Ability to anticipate Executive’s needs
• Strong adaptability, flexibility, initiative and resourcefulness
• Ability to exercise independent judgment and decisions
• Demonstrated ability to maintain a high level of professionalism and confidentiality

An equal opportunity employer, we do not discriminate in hiring or terms and conditions of employment because of an individual’s race, color, religion, gender, gender identity, national origin, citizenship, age, disability, sexual orientation, marital status or any other protected category recognized by state, federal or local laws. We only hire individuals authorized for employment in the United States.

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