Team Assistant- Program Management

San Francisco, CA
Job Terms:
Talent Bridge/Temp-to-Perm
Start date:
posted by:
Lauren Wagenaar

Job Description:


Responsible for high level executive administration and team support to Program Manager Directors within the Marketing & Operations organization. The successful candidate will be able to interact with employees at all levels in a fast paced environment, remaining flexible, proactive, resourceful and efficient, with a high level of attention to detail, professionalism and confidentiality. This polished and engaging professional is a master at complex calendar management, multi-tasking, meeting planning and coordination, and possesses flawless communication skills while interacting and cultivating relationships with a wide variety of cross functional partners. 
• Project Status & Communication 
o Attend and facilitate weekly program status meetings 
o Publishes & distribute key milestone dates and schedules across a holistic point of view through Status Reports and weekly Project Initiation emails across (but not limited to) – 
 Omni Campaigns 
 Curated & Slotting 
 Brand Launches 
 Single vehicle programs 
 Etc. 
o Maintain holistic annual view of key campaign milestones and due dates 
o Works directly within the Program Management Organization, while communicating broadly to Marketing, Digital Marketing, Creative, Production, Resourcing, and Delivery Management. 
• Meeting & Agenda Management 
o Organizes and populates agendas for standing meetings throughout the week 
o Trouble shoot agenda time slot conflicts by working with multiple Program Managers; prioritize and confirm final agendas with Directors 
o Clearly and actively communicate key information, meeting agendas and time slot shifts to Executive Assistants for publishing 
o Serve as single point of contact for agenda management questions, time slot changes for PM, EA, Creative and Marketing 
• Project Support 
o Help set up and open job folders with project info on server 
o Help set up and maintain Basecamp projects 

• 2-3 years experience in executive administration or project management 
• College degree or equivalent experience 
• Genuine passion for people and for providing outstanding hospitality and service to external and internal clients 
• Mastery of Microsoft Office: Outlook, Word, Excel, and PowerPoint and PM schedule tools such as Project or Smartsheets 
• Excellent verbal and written communication skills; ability to listen, simplify, and disseminate information tailored to the target audience 
• Dynamic, engaging, professional with positive attitude; constantly contributing to success—“no task is too small” approach 
• Ability to work independently as well as in a team environment 
• Effective relationship-building skills; ability to cultivate strong partnerships across functions to bring people together toward common goals and consensus 
• Exceptional organizational skills; extreme attention to detail and ability to multi task and organize information 
• Nimble and flexibility to work in fast pace environment 
• Strong time management skills; ability to troubleshoot, juggle multiple requests and prioritize 
• High energy and flexibility in a constantly evolving team environment 

Client Description:

You’ll Love Working Here Because

  • The people. You will be surrounded by some of the most talented, supportive, smart, and kind leaders and teams - people you can be proud to work with.
  • The business. It feels good to win - we are a leader in the retail industry, defining experiential retail with a digital focus and creating the most loved beauty community in the world
  • The parent company is one of the largest luxury groups in the world, providing support to over 70 well-known brands in fashion/beauty/luxury
  • Award-winning website and ever-growing presence on social-media make it a premier digital destination.
  • Based in the heart of San Francisco’s Financial District, where support is provided to retail stores to help provide the best possible experience for their clients.  Dedicated teams cater to creating the best possible client experience via all channels creating covetable assortments, curated content, compelling storytelling, smart strategy, skillful analysis, and more. Work alongside dedicated and passionate individuals who are curious and confident, disrupting the status quo and taking chances with its innovation. This is a fast-paced environment, where there's room for fun, and the passion is real.