Administrative/Executive Assistant

Administrative/Executive Assistant

Candidates will report directly to the Vice President of
Brand/Visual Merchandising & Display and assist the Visual
Merchandising Department in any way needed. This role is the
point-person for any departmental needs as well as any business
partner outside of the department for scheduling and general
information.

This position will provide administrative support to the
executive by managing and organizing various responsibilities
including but not limited to the following.

Essential Duties and Responsibilities include the following.
Other duties may be assigned.


Responsibilities for the VP

- Manage the VP's calendar and appointments with discretion and
foresight.

- Answer telephones using appropriate screening and transfer
capabilities.

- Control traffic, calls, and appointments in and out of the
office of the VP.

- Coordinate all travel arrangements for the VP for special
events and store walk thrus.

- Prepare meeting and travel documents for the VP.

- Organize and process Expense Reports for the VP.

- Review all departmental Expense Reports, Credit Card
Statements, Travel Requests, and Vacations Requests with the
VP for approval.

- Run personal and professional errands on the VP's behalf.

- Manage the VP's clothing allowance and orders.

- Attend meetings on behalf of the VP to take notes if needed.

- Assist in any special projects on behalf of the VP i.e.
Market Research, Reports, etc.


Responsibilities for the Visual Team

- Maintain department calendar, logging any vacation/sick days
and time spent working in store as well as timesheet
adjustment processing.

- Maintain the Visual Conference Room, Media Room, filing
cabinets and shelves as needed.

- Facilitate office supply and paper requests on a monthly
basis or as needed.

- Maintain printer service and supplies.

- Manage any incoming department mail and outgoing shipments to
the Visual Field Team or elsewhere.

- Process expense reports and maintain spreadsheets, ensuring
that they are correct and turned into Accounts Payable in a
timely manner.

- Act as a liaison to outer department and handle inquiries to
Accounts Payable, Facilities, and any other department as
needed.

- Handle travel requests, arrangements, and advances for
department members and the Visual Field Team while
maintaining travel spreadsheets and time sensitive requests.

- Filing and organizing electronic and hard copy documents for
future reference as needed.

- Facilitate inter-department delivery of marketing materials

- Manage the department credit card, submitting statements to
AP on time and monitoring the department budget.

- Assist with set up and break down of any events involving the
department as well as any special projects as needed.
Competencies