Executive Assistant (Brand Operations)

Type: Contract

Start Date: 10/1/2024

Duration: 6 to 9 Months

Location: Manhattan, NY (HYBRID position; in-office 2 days per week)

Schedule: Monday-Friday, 8:00am-5:00pm EST (40 hours per week)

Pay Range: $30 to $34 per hour

GENERAL FUNCTION: Provides administrative support, problem solving, and overall operational efficiency to VP Human Resources, and three additional executives - VP Real Estate, VP Marketing, AVP Finance (identified exec. team). Works collaboratively and as a prime contributor to the Brand by maintaining consistent administrative and communication flow.

MAJOR DUTIES AND RESPONSIBILITIES:

• Makes and oversees all travel and meeting arrangements for VP HR and other Executives listed (hotel, flight, car, agenda, logistics).
• Provides pre-travel packets including all relevant information, provides post-travel expense reporting support
• Seeks out travel information and solutions in advance for identified team
• Schedule meetings and conference calls, has a proactive attitude toward same
• Builds relationships effectively and values maintaining relationships with key personnel in building and field
• Proactively learns and can answer basic HR transactional questions – forms to use, people to contact, ways to increase efficiency for our brand
• Serves as contact with Recruiting, maintains continuous contact and updates VP HR on progress with openings, tracks same as needed.
• Supports VP HR on tracking and communicating related to external network building
• Provides needed in-building support for remote VP Real Estate, including proactive problem-solving and relationship building for VP’s efficiency and productive use of time
• Overall high level of computer proficiency – Microsoft Office Suite, Word, Excel – including pivot tables, ready sorting of data, Power Point preparation, etc.
• Understands and exhibits sensitivity to confidential information
• Thinks ahead to increase efficiencies, takes accountability for smooth flow of administrative support to team
• Oversight on and control over office efficiency – supplies, maintenance calls, problem solving, IT liaison, printer issues, video conferencing, webinar use, etc.
• Collect and distribute department mail/packages
• Monitor calendars and track PTO, etc.
• Maintains in collaboration with GM Executive Assistant contact lists internal and external to brand, updates on organizational charts
• Coordinates all administrative paperwork related to HR - PCN forms, recruiting forms, etc. and tracks progress on same
• Keeps up to date on all building related matters
• Will serve as integral part of on-boarding experience for new associates (e.g. VM extensions, laptops, business cards, cell phone), working with functional teams and VP HR to ensure smooth transition into organization
• Viewed as a go-to person for things in identified scope
• Compose e-mails and correspondence with direction of VP HR
• Weekly touch base meetings with listed Executives.
• COMMUNICATION WITH OTHERS: Exercises very good spoken and written English, responds to internal requests in a timely and professional manner; assists and cooperates with other departments needing assistance of VP HR and identified executives. Provides communication to external contacts as directed and patterned by each executive.

REQUIREMENTS:

• 3+ years of experience (experience supporting Brand Management/Trade Marketing executive leadership teams is preferred).
• Bachelor's degree is preferred. A High School Diploma/GED is required.
• Proficient with PowerPoint and Excel.
• Experience working in the luxury brands space (fashion, eyewear, cosmetics, etc.).