Executive Assistant; Hawley Lane Shoes

Job Description

Hawley Lane Shoes is looking for an Executive Assistant to perform a variety of administrative tasks and support the senior-level executive.

To succeed in this position, the candidate of choice should work equally well independently and as a team, have excellent organizational and time management skills. The individual should be competent enough to work with or without guidance.

The executive assistant will play a key role in improving the efficiency of the business, by providing timely and personalized support to company executive. The role requires the handling of highly confidential proprietary, business and personal information. Therefore, the executive assistant is expected to be very responsible and take every necessary precaution and care to ensure that every confidential and sensitive information is handled as such.

The individual should be very trust worthy and not discuss sensitive/confidential information under their purview with anyone outside of the executive team.

• Manage and maintain the executive’s calendar, scheduling meetings and tracking key dates and deadlines
• Record meeting notes and minutes; prepare rooms, materials, and refreshments ahead of meetings
• Draft, proofread, and format internal and external communications (memos, emails, reports)
• Screen calls, route correspondence, and serve as a liaison between executives, employees, vendors, and other stakeholders
• Send advance reminders for important dates and events

• Build working knowledge of daily operations across the stock department and sales floor
• Maintain organized paper and electronic filing systems, including employee records
• Review contracts and service terms, flagging discrepancies or negotiating better terms
• Research vendors and suppliers to source cost-effective products and services
• Track and manage inventory of office and cleaning supplies
• Conduct research on business matters as needed

• Support light accounting tasks, including payroll processing and vendor payments
• Track company expenses and prepare monthly reports for the accounting team
• Complete vendor credit applications and banking documentation
• Coordinate vendor-run contests and incentive programs, from reporting results to following up on payouts
• Liaise with vendor reps to arrange staff training

• Lead onboarding and orientation for new hires
• Maintain and update the employee handbook and operations manual
• Help establish, revise, and document office procedures and policies
• Maintain contact lists for internal staff and external partners
• Review donation requests and respond with decisions

• Handle confidential and proprietary information with the utmost discretion
• Exercise sound judgment about what information can be shared, and with whom
• Support special projects and internal communications reviews as assigned

• Discretion, Integrity, Trustworthiness and High degree of Confidentiality
• The ability to serve as a confidential employee in all matters concerning the business
• Ability to exercise good judgement in protecting and releasing confidential/sensitive information.
• Must have an Excellent working understanding of Microsoft office suite (especially: Word, Excel)
• Exceptional Organizational and Time management skills
• Familiarity with or ability to learn how to use office equipment such as copiers, printers, phone system etc.
• Excellent writing and verbal skills
• Experience as an Executive Assistant, Personal Assistant, Personal Secretary or similar role would be a plus.
• Bilingual is a plus.
• Ability to take and report coherent notes.
• Knowledge of basic accounting procedures.
• Ability to communicate with all company stakeholders confidently and respectfully

Hawley Lane Shoes is a family-owned footwear retailer, with generations of experience changing lives from the feet up. We specialize in comfort footwear for the entire family; wherever life's journey finds our customers we're here to help them take each step confidently and comfortably.