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Administrative Assistant
•30 days ago
| Hours | Full-time, Part-time |
|---|---|
| Location | 151 WEST 34TH STREET New York, New York |
About this job
Job Overview:
The administrative assistant utilizes critical thinking skills and a thorough knowledge of the business and organization to prioritize executive administrative work including but not limited to telephone support when necessary, business travel arrangements, and calendar management. S/He will serve as a key partner to support Macy Senior Leaders in a fast paced retail environment and provide ad hoc project management and coordination support. Perform other duties as assigned.
Ideal Candidate Profile:
• The administrative assistant uses initiative and good judgment, works with urgency and independently while prioritizing competing demands. This individual must possess enthusiasm, flexibility and creativity and be willing to assume challenges and anticipate and resolve conflicts in a fast paced retail environment. Successful candidates will stay abreast of general business objectives, policies, technologies, and procedures in order to maintain a comprehensive awareness of the organization. The ideal candidate will deliver personalized support with a variety of tasks related to the leaders working life.
Essential Functions:
• Coordinate calendars and schedule business meetings (internal and external). Resolve scheduling conflicts as they arise and prioritize issues to ensure an effective time management approach. Communicate agendas and respond to calendar changes as needed.
• Manage department distribution list to ensure it is up to date at all times.
• Organize internal department meetings as assigned include conference room scheduling and ordering/setting up meals.
• Coordinate detailed travel arrangements through MyTravelBag including air, hotel, ground transportation, and reservations, as business needs and personal preferences dictate (within Macy’s Travel Guidelines).
• Ad hoc projects to include but not limited to report pulling and data management, creation of PowerPoint decks.
• Collaborate with other Executive Assistants to provide work coverage and general team support.
• Builds relationships to ensure clear and positive communication amongst stakeholders.
• Provides administrative and clerical support for special projects, thinking through each step of a project and finding thoughtful solutions.
• Practices good judgment, discretion, and confidentiality of sensitive information.
• Demonstrates exceptional customer service skills, via phone, written communication and in person, with our internal and external partners.
• Perform other related duties as requested or as responsibilities dictate, e.g., maintain up-to-date electronic files, etc.
• Regular, consistent and punctual attendance. Must be able to work variable schedule(s) and overtime as necessary.
Qualifications:
Education/Experience:
• Bachelor’s degree a plus.
• Minimum of 3 years of experience as an executive or administrative assistant supporting senior executives.
• Retail experience a plus.
Communication Skills:
• Excellent written and verbal communication skills including the ability to draft and edit written correspondence.
• The ability to interact effectively with management at all levels, as well as the ability to function independently, and as part of a team, in a demanding environment is essential.
Mathematical Skills:
• Basic math functions such as addition, subtraction, multiplication, and division.
Reasoning Ability:
• Strong organizational skills and follow-through with great attention to detail and accuracy.
• Excellent trouble shooting and decision making skills.
• Ability to define and resolve problems efficiently and amicably.
Physical Demands:
• This position involves regular sitting, walking, standing, hearing, and talking.
• May occasionally involve stooping, kneeling, crouching and lifting. Involves close vision, color vision, depth perception, and focus adjustment.
Other Skills:
• Highly effective time management and communication skills.
• Excellent computer skills, including Microsoft Office Suite (Excel, Word, PowerPoint, Access).
• Technical understanding of printing and video media a plus.
Work Hours:
• Ability to work a flexible schedule based on department and company needs.
This job description is not all inclusive. Macy’s Inc. reserves the right to amend this job description at any time. Macy's Inc. is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.
The administrative assistant utilizes critical thinking skills and a thorough knowledge of the business and organization to prioritize executive administrative work including but not limited to telephone support when necessary, business travel arrangements, and calendar management. S/He will serve as a key partner to support Macy Senior Leaders in a fast paced retail environment and provide ad hoc project management and coordination support. Perform other duties as assigned.
Ideal Candidate Profile:
• The administrative assistant uses initiative and good judgment, works with urgency and independently while prioritizing competing demands. This individual must possess enthusiasm, flexibility and creativity and be willing to assume challenges and anticipate and resolve conflicts in a fast paced retail environment. Successful candidates will stay abreast of general business objectives, policies, technologies, and procedures in order to maintain a comprehensive awareness of the organization. The ideal candidate will deliver personalized support with a variety of tasks related to the leaders working life.
Essential Functions:
• Coordinate calendars and schedule business meetings (internal and external). Resolve scheduling conflicts as they arise and prioritize issues to ensure an effective time management approach. Communicate agendas and respond to calendar changes as needed.
• Manage department distribution list to ensure it is up to date at all times.
• Organize internal department meetings as assigned include conference room scheduling and ordering/setting up meals.
• Coordinate detailed travel arrangements through MyTravelBag including air, hotel, ground transportation, and reservations, as business needs and personal preferences dictate (within Macy’s Travel Guidelines).
• Ad hoc projects to include but not limited to report pulling and data management, creation of PowerPoint decks.
• Collaborate with other Executive Assistants to provide work coverage and general team support.
• Builds relationships to ensure clear and positive communication amongst stakeholders.
• Provides administrative and clerical support for special projects, thinking through each step of a project and finding thoughtful solutions.
• Practices good judgment, discretion, and confidentiality of sensitive information.
• Demonstrates exceptional customer service skills, via phone, written communication and in person, with our internal and external partners.
• Perform other related duties as requested or as responsibilities dictate, e.g., maintain up-to-date electronic files, etc.
• Regular, consistent and punctual attendance. Must be able to work variable schedule(s) and overtime as necessary.
Qualifications:
Education/Experience:
• Bachelor’s degree a plus.
• Minimum of 3 years of experience as an executive or administrative assistant supporting senior executives.
• Retail experience a plus.
Communication Skills:
• Excellent written and verbal communication skills including the ability to draft and edit written correspondence.
• The ability to interact effectively with management at all levels, as well as the ability to function independently, and as part of a team, in a demanding environment is essential.
Mathematical Skills:
• Basic math functions such as addition, subtraction, multiplication, and division.
Reasoning Ability:
• Strong organizational skills and follow-through with great attention to detail and accuracy.
• Excellent trouble shooting and decision making skills.
• Ability to define and resolve problems efficiently and amicably.
Physical Demands:
• This position involves regular sitting, walking, standing, hearing, and talking.
• May occasionally involve stooping, kneeling, crouching and lifting. Involves close vision, color vision, depth perception, and focus adjustment.
Other Skills:
• Highly effective time management and communication skills.
• Excellent computer skills, including Microsoft Office Suite (Excel, Word, PowerPoint, Access).
• Technical understanding of printing and video media a plus.
Work Hours:
• Ability to work a flexible schedule based on department and company needs.
This job description is not all inclusive. Macy’s Inc. reserves the right to amend this job description at any time. Macy's Inc. is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.