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Administrative Assistant, GapTech - (8343761)

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​A major global clothing brand is searching for an experienced Administrative Assistant to support upper-level executives in their day-to-day operations. If you're adept at multi-workstream coordination, managing event calendars, and keeping operations afloat via meticulous organization, we're looking for you! Our ideal candidate will have 3-5 years of experience in admin role, and will be comfortable reporting juggling multiple priorities across several stakeholders.

 

Responsibilities 

• Manage daily workflow for leaders (calendar, email, voicemail, phone, contacts, group/team meetings, expenses, filing, travel arrangements, presentations, etc.) as necessary and agreed upon with leader while providing general support and assistance to their teams. 

• Manage calendars to maximize efficiency and schedule meetings with internal and external business partners. 

• Assist as needed in the development of presentations in PowerPoint and Word. 

• Handle reconciliation of executive expenses in an efficient and timely manner. 

• Arrange onsite and offsite meetings and events as necessary: Coordinate scheduling and logistics (coordinate conference rooms, equipment and catering as needed) creating agendas and providing documents and other meeting materials as necessary. 

• Stay abreast of organizational changes; maintain accurate department organization charts, phone lists, email & voicemail distribution lists. 

• Manage new hire/contractor set-up including procuring equipment, badges and ensuring workspace is set-up. 

• Order and manage the distribution of supplies, office and computer equipment. 

• Develop strong partnerships with all levels of internal and external business partners. 

• General office duties such as copying, processing mail, filing, faxing, etc. 

• Covers for other Administrative Assistants during PTO to ensure smooth coverage to support other leaders, departments and functions. 

• Other responsibilities including special projects as required increasing the professional effectiveness and efficiency of the leader and the overall team. 

 

Qualifications 

• 3-5 years administrative experience in a professional setting  

• Demonstrate professionalism and ability to maintain highest level of confidentiality. 

• Excellent verbal and written communication skills. 

• Strong interpersonal/people skills; ability to establish and build partnerships with all levels of management and business partners. 

• Strong customer service skills. 

• Strong problem solving and follow up skills. 

• Able to think independently, be proactive and take initiative. 

• Exceptional time management, prioritization skills, and an ability to be flexible in reprioritizing 

• Able to handle multiple tasks/projects, concurrently, with tight deadlines. 

• Excellent organizational and follow-up skills with attention to detail. 

• Strong computer skills (e.g. Microsoft Office: Word, Excel, PowerPoint, etc.) 

 

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