Executive Assistant

Position: Executive Assistant 4
Executive Assistant 4
$30.00-$33.10/hr
Onsite:
Beaverton, OR
9 month assignment

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, 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…