We have an exciting 6 month to hire Executive Assistant opportunity in downtown San Francisco! This position provides high level executive administration and project management support to executives within the Marketing 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 professionalism and confidentiality.
The Executive Assistant is responsible for anticipating and executing on the intricate, dynamic needs of our senior leaders while sometimes playing the role of “air traffic controller”. This polished and engaging professional is a master at complex calendar management, meeting planning and coordination, and possesses flawless communication skills.
This role plays a vital part in the company by overseeing the general functionality of the office, cultivating and maintaining relationships with a wide variety of internal and external contacts, and juggling multiple tasks with finesse and a smile. The position demands superb use of judgment, initiative, and creative problem solving in a fast-paced environment while always representing their brand and key values.
Duties and Responsibilities:
Manage and organize executives’ Microsoft Outlook calendars - must have outlook calendar experience!
Continuously represent the executives with excellent communication to both external partners and internal clients
Coordinate timing and location logistics for a wide variety of business and departmental meetings, preparing meeting materials ahead of time when applicable
Partner with travel department to ensure smooth execution of air travel, accommodations, and logistics
Screen and route phone calls and emails with the utmost professionalism
Process travel expenses
Oversee successful onboarding of new team members by ordering equipment/supplies and ensuring a warm welcome to the team
Compile special reports, organize data, and create presentations as needed
Handle highly confidential and/or sensitive departmental matters with discretion and tact
Proactively solve problems with flawless judgment
Partner with other Executive Assistants to provide additional support or back-up when needed
Have fun engaging with a lively, good humored group of individuals who also like to have fun at work
Provide daily lunch support for VPs (and teams as needed)
Skills, Characteristics, and Experience Required:
Minimum of 3-5 years of executive administration or project management work experience in a fast-paced environment
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
Ability to deliver actionables and complete tasks against multiple projects and deadlines
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 their success—“no task is too small” approach
Ability to work independently as well as in a team environment
Demonstrated experience in dealing with sensitive and conflicting situations in a diplomatic manner by de-escalating conflict or knowing when to route issues upward
Strong attention to detail with exceptional follow-up and organization
Demonstrated ability to take initiative and anticipate needs
Minimum high school diploma; BA/BS preferred; previous retail experience helpful