The North Face

posted 2 months ago

Full-time - Entry Level
Clothing, Clothing Accessories, Shoe, and Jewelry Retailers

About the position

At The North Face, the Executive Assistant plays a crucial role in providing administrative and project support to the Apparel Leadership Team. This position is characterized by a variety of tasks that are both project-oriented and require creativity and ingenuity. The Executive Assistant is responsible for scheduling appointments, meetings, and conferences, as well as maintaining calendars for the leadership team. This includes coordinating, planning, and participating in conferences as needed, ensuring that all logistics are handled efficiently. In addition to scheduling, the Executive Assistant is tasked with taking notes and tracking follow-ups for client and internal staff meetings. Daily administrative tasks are also a significant part of the role, which includes preparing correspondence, distributing files, handling incoming mail and emails, and maintaining organized filing systems. The Executive Assistant will read and route incoming and outgoing mail, ensuring that appropriate information is forwarded to other executives and departments, and will follow up on correspondence replies and action items. Building and maintaining good working relationships throughout the organization is essential, as the Executive Assistant will exhibit outstanding customer service skills with all internal and external customers. Acting as a liaison between management and staff members, customers, and vendors is a key responsibility. The role also involves coordinating all business travel, both domestic and international, arranging travel schedules and reservations, and providing thorough follow-up on travel arrangements. The Executive Assistant will utilize various software tools, including spreadsheets, word processing, graphics, and presentation software, to create and edit presentation materials, reports, and other documents. They will also be responsible for preparing and coordinating expense report reimbursements, ordering supplies, and maintaining supply records for invoicing. Additionally, planning and managing team events, acting as the point of contact for catering and outside vendors, and communicating with the internal team about events are part of the role. Overall, the Executive Assistant will perform these and other duties as assigned, contributing to the smooth operation of the Apparel Leadership Team.

Responsibilities

  • Scheduling all appointments, meetings, and conferences and maintaining calendars.
  • Coordinating, planning, and participating in conferences when required.
  • Taking notes and tracking follow-ups for client meetings and internal staff meetings.
  • Completing daily administrative tasks including correspondence preparation, distribution of files, and filing of memos/letters.
  • Handling incoming mail and emails, making copies, and routing incoming/outgoing mail.
  • Developing and maintaining good working relationships throughout the organization by exhibiting outstanding customer service skills.
  • Acting as a liaison between management and staff members, customers, and vendors.
  • Coordinating all business travel (domestic and international) and arranging travel schedules and reservations.
  • Using spreadsheet, word processing, graphics, forms, and chart software to create and edit presentation materials, reports, and other documents.
  • Establishing and maintaining filing systems and ensuring the corporate filing system is up to date.
  • Preparing and coordinating expense report reimbursement and providing accounting detail and follow-up.
  • Ordering supplies and maintaining supply records for invoicing.
  • Planning and managing team events and being the point of contact for catering and outside vendors.

Requirements

  • 3 years of administrative support experience reporting to Senior Management.
  • Advanced typing and computer skills, including knowledge of word processing, spreadsheet, presentation, and desktop publishing software.
  • Strong PC skills and knowledge of MS Word, Excel, and PowerPoint.
  • Excellent organizational, communication, and grammatical skills with strong attention to detail.
  • Excellent planning, scheduling, and problem-solving skills.
  • Ability to work professionally with flexibility in handling multiple priorities in a fast-paced environment.

Benefits

  • Medical insurance
  • Dental insurance
  • Vision insurance
  • 401(k) plan
  • Competitive compensation package
  • Extensive development and growth opportunities
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