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$28/hr–$43/hr
Full-time
associate degree, bachelor degree
Health Care Benefits, Medical Insurance, Vision Insurance, Dental Insurance, Wellness Benefits, 401(k) Retirement Benefits
Posted 36d ago
~40 hrs/week
Responsibilities
Provide high-level administrative support to senior leadership, including complex calendar management and international travel coordination. Handle confidential documentation, expense reconciliation, and general team administrative tasks in a fast-paced environment.
Requirements
Requires an Associate's or Bachelor's degree with a preference for 5+ years of experience supporting executive leadership. Proficiency in Google Workspace and experience with expense systems like Concur and Ariba are highly desired.
Full job description
POSITION TITLE: Executive Staff Assistant
POSITION SUMMARY:
Provide administrative support to Senior Leadership team members, their direct reports, and total team.
RESPONSIBILITIES: CALENDAR MANAGEMENT:
Manage scheduling and coordination of meetings, team meetings, and individual meetings across all time zones for Executives with a clear sense of urgency and accuracy
Take ownership for ensuring prioritization is clear and executed against
Attend weekly Direct Report Meeting; prepare agenda items and support any follow up actions necessary for the group
TRAVEL & EXPENSES:
Reconcile and approve invoices and all expenses in a timely manner meeting expense deadlines
Coordinate domestic and international travel arrangements; prepare detailed travel itineraries inclusive of flights, visas, hotels, meeting agendas, etc.
Take ownership for ensuring travel & expense challenges are addressed and acted on in a timely manner
COMMUNICATION & DOCUMENTATION:
Prepare requested presentations and other forms of communication to internal and external Business Partners
Update confidential reports/materials as directed & create/prepare materials for key meetings
Handle proprietary and non-routine information with confidentiality
Understand and execute against priorities, where not clear seek to understand
Build and maintain positive relationships with leadership, peers, and associates
PRIORITIZATION & TIME MANAGEMENT:
Ability to work in a fast-paced and deadline-oriented environment
Ability to juggle multiple executives’ schedules and deliverables
Able to prioritize tasks/requests in order to meet deadlines with critical attention to detail
Proactively communicate with team to ensure they are aware of timelines and conflicting priorities
Flexibility to work outside of U.S. time zones is sometimes required due to leader’s travel schedule or international partners
GENERAL RESPONSIBILITIES:
Answer and screen all incoming calls and emails, and handle appropriately
Manage Timekeeping in Kronos & PTO calendar for hourly associates on team
Provide general support for salary associates on time keeping as well
Support senior leaders with administrative tasks, such as but not limited to: IT tickets, new hire set ups, meeting room bookings, etc.
Order necessary supplies/samples for department
Other projects and responsibilities as assigned
Flexible hours to stay as needed. Ability to work with ease and efficiency in high activity work environments
In person/in-office collaboration is required, the frequency of such in-person/in-office collaboration (e.g., portion of week, entire week) is dictated by business needs
Able to work in a hybrid environment, meaning that some work may be performed remotely but certain essential functions must be performed in-person/in-office based on the needs of the business.
QUALIFICATIONS
Associate’s or Bachelor’s degree or commensurate experience required
5+ years previous experience supporting Executive Leadership in a high touch capacity preferred
Experience booking & managing extensive international travel schedules as well as visa applications
Experience with Concur & Ariba preferred or similar expense systems
Strong analytical, prioritizing, organizational, interpersonal, and problem-solving skills
Strong verbal and written communication skills
Proven ability to work in a multicultural environment
Demonstrated collaborative skills and ability to work well within a team
Ability to work in a fast-paced and deadline oriented environment
Self-motivated with critical attention to detail, deadlines and reporting
High degree of proficiency Google Workspace & Internet applications
PAY/BENEFITS INFORMATION:
Actual starting pay is determined by various factors, including but not limited to relevant experience and location.
Subject to eligibility requirements, associates may receive health care benefits (including medical, vision, and dental); wellness benefits; 401(k) retirement benefits; life and disability insurance; employee stock purchase program; paid time off; paid sick leave; and parental leave and benefits.
Paid Time Off, paid sick leave, and holiday pay vary by job level and type, job location, employment classification (part-time or full-time / exempt or non-exempt), and years of service. For additional information, please click HERE.
AEO may also provide discretionary bonuses and other incentives at its discretion.
Get to Know AEO
American Eagle Outfitters, Inc. (NYSE: AEO) is a leading global specialty retailer with a portfolio of beloved apparel brands including American Eagle, Aerie, OFFL/NE by Aerie, Todd Snyder and Unsubscribed.
Rooted in optimism, inclusivity and authenticity, AEO’s brands empower every customer to celebrate their unique personal style by offering casual, comfortable, timeless outfitting and high-quality products that are made to last. In addition to a robust e-commerce business, we operate stores in the United States, Canada and Mexico, with merchandise available in more than 30 countries through a global network of license partners.
At AEO, we believe in the power of our people and our brands. Our Better Together culture creates a mutual desire to succeed–inspiring our community to excel, while driving future growth for the business and associates. Through experience, exposure and education we empower associates to build their unique career journey.
Inclusion, Diversity, Equity and Access at AEO
We remain committed to building an inclusive culture that is welcoming and fosters a sense of belonging for everyone. Please see more about our initiatives here.
AEO is an Equal Opportunity Employer and is committed to complying with all federal, state and local equal employment opportunity ("EEO") laws. AEO prohibits discrimination against associates and applicants for employment because of the individual's race or color, religion or creed, alienage or citizenship status, sex (including pregnancy), national origin, age, sexual orientation, disability, gender identity or expression, marital or partnership status, domestic violence or stalking victim status, genetic information or predisposing genetic characteristics, military or veteran status, or any other characteristic protected by law. This applies to all AEO activities, including, but not limited to, recruitment, hiring, compensation, assignment, training, promotion, performance evaluation, discipline and discharge. AEO also provides reasonable accommodation of religion and disability in accordance with applicable law.
Applications will be accepted until the Apply Before date (if applicable), but may be extended based on applicant volume.
An iconic heritage of beloved brands and passionate people.
Industry
Retail
Company size
10,001+ employees
Founded
1977
Headquarters
Pittsburgh, PA
LinkedIn followers
297,014
American Eagle Outfitters (AEO) is a portfolio of unique, loved and enduring brands: American Eagle, Aerie, OFFL/NE by Aerie, Todd Snyder and Unsubscribed. We provide a welcoming and engaging customer and associate experience, and we embrace all. Merchandise assortments consist of high-quality, on-trend apparel, intimates, activewear, accessories, and personal care products for women and men. We are a true omni-channel retailer with a global reach.
Our brands are connected under the core tenet of REAL, which is optimistic, empowering and celebrates individual self-expression. That power and authenticity drives us to create a positive impact across every facet of our business, brands, and products.
We are a company led by purpose. Over ten years ago, we introduced AEO Better World – an initiative grounded in social responsibility and giving back to our communities. Across our brands, we support a number of important causes that are meaningful to our customers and associates. We operate with integrity and a strong set of values, which is ingrained across our business and in how we treat our associates, business partners and customers.
At AEO, we believe that our associates are our most valuable asset and we want them to feel motivated and have the freedom to be themselves at work. We strive to be an employer of choice – a place where people are excited to come to work because they believe in what we do, enjoy working with each other and have fun doing it. If you think AEO sounds like a fun place to work and grow your career, you’re right!
Offices: 77 Hot Metal Street, Pittsburgh, PA 15203, US · 865 Market St, San Francisco, CA 94103, US · 40 W 34th St, New York, NY 10001, US
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