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Executive Administrative Assistant
3 months ago
POSITION SUMMARY: Executive Administrative Assistant
The Executive Administrative Assistant is responsible for providing administrative support to the Head Office of Timeless Fashion International.
PRIMARY RESPONSIBILITIES/ACCOUNTABILITIES OF THE JOB:
- Uses discretion when organizing and making calendar appointments, scheduling, departmental meetings, and conference arrangements.
- Manages all logistics associated with meetings, appointments, and conferences for Timeless Fashion Head Office.
- Maintains and manages the office environment, ensuring cleanliness is maintained and ambiance is welcoming.
- Develops strong collaborative relationships with the administrative and operational team members.
- Determines the most efficient and acceptable travel arrangements and completes all detailed expense reports. Confirms meetings and creates itineraries for trips.
- Creates, formats and edits correspondence and presentational decks with precision and minimal direction.
- Project manages various initiatives and activities to ensure completion and that deadlines are met.
- Processes invoices and generates seasonal or quarterly reconciliation reports.
- Maintains filing system and references, Business Continuity Plan, and orders office supplies.
- Facilitates new employee set-up.
- Works independently on specific projects as assigned.
QUALIFICATIONS & EXPERIENCE:
Experience: Minimum 5 - 7 years of experience as an Administrative Assistant,
preferably with experience in a fashion brand.
Education: Bachelor's Degree in related field
Skills:
- Detail-oriented and highly organized with a desire to maintain schedule, filing systems, and calendar.
- Experience with booking and scheduling domestic and international executive travel.
- Strong sense of urgency.
- Strong prioritization and follow-up skills.
- Ability to handle high stress situations with grace and composure.
- Ability to work long hours and weekends during peak periods.
- Excellent at handling changing priorities; multi-tasking with finesse.
- Excellent verbal and written communication skills, including ability to draft correspondence with minimal direction.
- Must possess exceptional interpersonal skills.
- Must be proactive and resourceful with all tasks.
- Strong knowledge of Microsoft Excel, Word, and PowerPoint.
- Comfortable with online meeting software, video conference, and remote meeting set-up.
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