Executive Assistant

Job Description

The Executive Assistant provides administrative support to the leadership members of the BBW Direct team. They must have the ability to problem-solve, be forward thinking and anticipate needs. They must be able to function effectively in a fast paced, high-energy environment. They are able to use technical and business vocabulary and have a detailed knowledge of business operations. Ideal candidates would have a passion for and an understanding of a fashion retail environment and prior digital/ecommerce experience. This individual will ensure executives are prepared with all materials and information for meetings, events and travel. They will also compile materials for reports or presentations and support the team meetings. Additionally, they need to have highly functioning calendar skills, and will be responsible for managing calendars fully, acting as a gatekeeper to ensure efficiencies in the flow of the day. They may also assist with other department-specific projects as needed.

RESPONSIBILITIES:

• Calendar Maintenance
  • Manage calendar for executives, including organizing and planning the daily schedule
  • Responsible for setting up team meetings, scheduling conference rooms, and prep sessions when necessary per the meeting needs
  • Responsible for assisting with printing all documents/ pre-reads, including preparing and compiling presentation documents for meetings
  • Review e-mails for priority information and meeting requests as directed
  • Schedule touch bases and staff meetings with direct reports. Troubleshoot schedules as needed. Stay updated on executives’ priorities on a daily basis
• Travel & Expense Management
  • Must ensure all expenses for executives are submitted in a timely manner
  • Additionally, responsible for booking travel, and creating itineraries
  • Work collaboratively with other executive assistants to ensure group travel is scheduled and covered appropriately, based on the purpose and attendees of trips
• Other Admin Support/Ad Hoc Projects:
  • Support peers as needed for PTO coverage or other out-of-office needs
  • Assists with technology requirements including video conferencing, PowerPoint presentations, and Excel reporting
  • Assist HR with HR Access changes, and new hire set-up needs
  • Work on various ad hoc projects as needed

QUALIFICATIONS:

• Seven or more years of experience as an Executive Assistant providing support to multiple senior executives in a fast paced, dynamic environment required
• Excellent interpersonal and communication skills (written and verbal) across different functions
• Ability to handle multiple tasks, projects, competing priorities and tight deadlines simultaneously while maintaining quality
• Strong adaptability, flexibility and resourcefulness
• Ability to exercise independent judgment and make decisions
• Ability to maintain a high level of professionalism and confidentiality
• Experience with Microsoft Office Applications (Word, Excel, Outlook, PowerPoint, etc.)
• Bachelor's Degree and previous retail experience preferred

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.