Senior Executive Assistant

Job Title: Senior Executive Assistant 
Job Location: Beaverton, OR
Job Duration: 7 Months

JOB DESCRIPTION | Executive Assistant to the VP of Men’s Apparel Product
 
Who we are looking for:
We’re looking for an Executive Assistant to support the VP of Men’s Apparel Product, while acting as lead EA to the senior admins within the Men’s Apparel Team and leaning in to support the team as needed. This role requires a high level of professionalism and the ability to work at a high performance as you will engage with several executive-level internal and external partners. The role will manage administrative processes, including but not limited to: strategic calendar management involving scheduling meetings across multiple teams and time zones; coordinating complex travel itineraries; end-to-end event planning, and creating/reviewing/submitting expense reports and/or external PO’s/invoices. This individual will handle highly confidential and sensitive information/materials in a fast-paced, high energy and often highly ambiguous environment, while anticipating the VP’s needs and interacting with multiple and diverse partners. The candidate needs to be a trusted thought partner with strong written and verbal communication skills; organizational prowess and proven ability to work in fast-paced and highly complex environment, all the while demonstration a dedication to diversity, inclusion and belonging.
 
What you will work on:
This candidate will work the VP and his/her team to deliver on its enterprise priorities.

• Be a confidential sounding board, confidant and conduit to keep the executive well-informed and help facilitate his/her decision-making.
• Calendar Management:  Proactively and strategically manage VP’s calendar based on anticipation of the VP’s needs and understanding of how best to move the business forward. Field and manage multiple requests for VP’s time and respond in an appropriate and timely manner.
• Planning:  Track, anticipate and plan for key dates and gates including Board of Directors, CFE dates, recurring 1:1’s, product gates and cross-functional team sessions.
• Travel:  Book domestic and international business travel, prepare detailed itineraries, gather documents and provide background research where necessary.
• Team Meetings:  Own weekly team connects and work closely with ops partner to create agendas, manage attendees, presenters, and/or guests. Proactively work with ops and VP to determine cadence of upcoming sessions to determine attendees, room requirements, A/V needs, etc.
• Expenses:  Track, submit and pre-review expense reports for your VP and yourself in a timely manner. 
• Meetings and Events:  Plan and coordinate team meetings and events of varying sizes and complexity; includes venue selection (on or off campus), ordering catering, tracking expenses, monitoring budget, agenda creation/updates, material preparation, A/V resource planning in advance and coordinating communications to attendees.
• Confidence:  Act as a conduit to the VP. Provide confidential resources for team members and anonymously elevate concerns to leadership when appropriate.
• Space Planning:  Lead coordination of large-scale department moves, partnering with other teams across Client, communicating logistics to GPS, coordinating logistics and ensuring team adherence to plan. Act as lead for other team admins to coordinate team needs related to their assigned spaces, product rooms, storage and/or any conference rooms assigned to team.
• Organizational Chart:  Manage the creation and maintenance of all relative organizational charts.
• Communications:  Manage and maintain distribution lists for your team. Draft/edit team communications as appropriate.
• Coach and Guide Senior Admins:  Act as lead for senior administrative assistants on the team. Meet with them on a regular basis to ensure teams are aligned on upcoming expectations, share relevant information, monitor/manage workload where necessary and support each other’s individual development.
• Support:  First and foremost, your purpose is to support the VP. Additionally, this individual will need to lean in on broader team events, projects, activations and other deliverables. This team works across multiple other functions which requires cross-functional administrative meetings to align on upcoming dates/gates expectations and next steps.

 
Who you will work with:
You and the VP will function as a team, together with the rest of the Men’s Apparel Product Team. You will collaborate with cross-functional partners in Design, Tech Dev, Merchandising, Supply Planning, Finance and many other functions on campus and across all geos. At times you will collaborate with Client’s Executive Leadership Team for new product, Board of Directors or Investors Sessions.
 
What you bring:

• Strong written and verbal communication skills; ability to work and communicate effectively with a variety of personalities including senior level executives.
• Proven ability to work in a fast-paced, results-oriented, team environment often with high levels of ambiguity and independence.
• Exceptionally strong organizational skills, especially with a highly organized executive who is very detail oriented.
• Excellent judgement that includes an ability to prioritize and appropriately handle highly confidential and sensitive information.
• A calming force in high stress situations who takes initiative and seeks connection to solve problems and answer questions, as well as a strong sense of resilience and awareness
• Proficiency using required software as well as internal Client systems (Keynote, Word, Excel, Smartsheets, etc.).
• Ability to take initiative, follow-through on requests until completion, and demonstrate operational excellence.
• Minimum of 3 years of progressively responsible experience in an administrative support capacity at the executive level.
• Exceptional communication skills, compelling storytelling acumen, poise and presentation expertise as well as strong reading, writing and math skills.
• A keen relationship builder with discernment for navigating sensitive issues and appreciating cultural differences as well as a commitment to diversity and inclusion.
• Strong project management skills with demonstrated ability to take projects from concept to successful completion.
• Unique combination of analytical ability, creativity, work ethic and sense of humor.
• Ability to create high-quality and visually compelling presentations.
• Advanced Working knowledge of personal computers, including MS Outlook, PowerPoint, Keynote, Word and Excel.
• Interpersonal skills that enable you to work effectively and diplomatically with a variety of personalities, stakeholders and public officials.
• Willingness to work flexible hours is preferred.
• Desire to have fun and make a difference with the best team and best brand in the world.
• Previous experience handling sensitive and highly confidential materials is preferred.
• Previous Client experience is necessary.