Executive Staff Assistant

Job DescriptionPOSITION TITLE: Executive Staff AssistantREPORTS TO: SVP Level Executive - HRPOSITION SUMMARY:Provide administrative support to the Executive, their direct reports, and total team.RESPONSIBILITIES:CALENDAR MANAGEMENT: Manage scheduling and coordination of meetings, team meetings, and individual meetings across all time zones for Executives with a clear sense of urgency and accuracy Take ownership for ensuring prioritization is clear and executed against Attend weekly Direct Report Meeting; prepare agenda items and support any follow up actions necessary for the groupTRAVEL & EXPENSES: Reconcile and approve invoices and all expenses in a timely manner meeting expense deadlines Coordinate domestic and international travel arrangements; prepare detailed travel itineraries inclusive of flights, visas, hotels, meeting agendas, etc. Take ownership for ensuring travel & expense challenges are addressed and acted on in a timely mannerCOMMUNICATION & DOCUMENTATION: Prepare requested presentations and other forms of communication to internal and external Business Partners Update confidential reportsmaterials as directed & createprepare materials for key meetings Handle proprietary and non-routine information with confidentiality Understand and execute against priorities, where not clear seek to understand Build and maintain positive relationships with leadership, peers, and associatesPRIORITIZATION & TIME MANAGEMENT: Ability to work in a fast-paced and deadline-oriented environment Ability to juggle multiple executives' schedules and deliverables Able to prioritize tasksrequests in order to meet deadlines with critical attention to detail Proactively communicate with team to ensure they are aware of timelines and conflicting priorities Flexibility to work outside of U.S. time zones is sometimes required due to leader's travel schedule or international partnersGENERAL RESPONSIBILITIES: Answer and screen all incoming calls and emails, and handle appropriately Manage Timekeeping in Kronos & PTO calendar for hourly associates on team Provide general support for salary associates on time keeping as well Support senior leaders with administrative tasks, such as but not limited to: IT tickets, new hire set ups, meeting room bookings, etc. Order necessary suppliessamples for department Other projects and responsibilities as assigned Flexible hours to stay as needed. Ability to work with ease and efficiency in high activity work environments In personin-office collaboration is required, the frequency of such in-personin-office collaboration (e.g., portion of week, entire week) is dictated by business needs - estimated to be at least 3 dayweekQUALIFICATIONS Associate's or Bachelor's degree or commensurate experience required 5+ years previous experience supporting Executive Leadership in a high touch capacity preferred Experience booking & managing extensive international travel schedules as well as visa applications Experience with Concur & Ariba preferred or similar expense systems Strong analytical, prioritizing, organizational, interpersonal, and problem-solving skills Strong verbal and written communication skills Proven ability to work in a multicultural environment Demonstrated collaborative skills and ability to work well within a team Ability to work in a fast-paced and deadline oriented environment Self-motivated with critical attention to detail, deadlines and reporting High degree of proficiency Google Workspace & Internet applications PAYBENEFITS INFORMATION: Actual starting pay is determined by various factors, including but not limited to relevant experience and location. Subject to eligibility requirements, associates may receive health care benefits (including medical, vision, and dental); wellness benefits; 401(k) retirement benefits; life and disability insurance; employee stock purchase program; paid time off; paid sick leave; and parental leave and benefits. Paid Time Off, paid sick leave, and holiday pay vary by job level and type, job location, employment classification (part-time or full-time exempt or non-exempt), and years of service. For additional information, please click HERE. AEO may also provide discretionary bonuses and other incentives at its discretion. About UsAmerican Eagle Outfitters (NYSE: AEO) is a portfolio of unique, loved and enduring brands with merchandise assortments that consist of high-quality, on-trend apparel, intimates, activewear, accessories, and personal care products. AEO operates stores in the United States, Canada, Mexico, and Hong Kong, and ships to approximately 80 countries worldwide through its websites. American Eagle and Aerie merchandise also is available at more than 300 international locations operated by licensees in approximately 30 countries. AEO is an Equal Opportunity Employer and is committed to complying with all federal, state and local equal employment opportunity ("EEO") laws. AEO prohibits discrimination against associates and applicants for employment because of the individual's race or color, religion or creed, alienage or citizenship status, sex (including pregnancy), national origin, age, sexual orientation, disability, gender identity or expression, marital or partnership status, domestic violence or stalking victim status, genetic information or predisposing genetic characteristics, military or veteran status, or any other characteristic protected by law. This applies to all AEO activities, including, but not limited to, recruitment, hiring, compensation, assignment, training, promotion, performance evaluation, discipline and discharge. AEO also provides reasonable accommodation of religion and disability in accordance with applicable law. Applications will be accepted until the Apply Before date (if applicable), but may be extended based on applicant volume.

Created: 2025-02-17