Administrative Assistant - Marketing

Macy's • New York, NY

3d • Hybrid

About The Position

The Marketing Administrative Assistant provides comprehensive administrative and clerical support to ensure seamless daily operations, meetings, and special projects. This role requires meticulous attention to detail, proactive problem-solving, and the ability to manage multiple responsibilities with discretion and professionalism. Key responsibilities include coordinating meetings and travel, preparing reports and presentations, managing calendars, handling expense reconciliation, and maintaining effective office operations in collaboration with internal teams. The ideal candidate will exercise sound judgment, maintain confidentiality, and foster strong relationships across the organization while ensuring efficient communication and workflow.

Requirements

• Strong expertise in Word, Excel, and PowerPoint to create polished presentations, detailed reports, and accurate spreadsheets.
• Ability to understand and engage with modern technology including proficiency using computers and electronic/handheld devices.
• Ability to prioritize tasks, manage leaders’ calendars efficiently, and handle multiple responsibilities seamlessly.
• Demonstrates strong attention to detail and organizational skills with the ability to prioritize tasks efficiently, and multi-task in a fast-paced environment.
• Excellent written and verbal communication skills to interact professionally with diverse teams, vendors, and executive-level stakeholders.
• Proven ability to foster strong working relationships and collaborate effectively across various groups.
• Resourceful and takes initiative in addressing challenges and anticipates and adapts to changing priorities with a proactive mindset.
• Competence in using expense management systems to create expense reports, coordinate budgets, and ensure proper financial controls.
• Strong ability to work independently on assigned projects while also collaborating as part of a team.
• Ability to take ownership of special projects, ensuring timely and successful completion.
• Maintains confidentiality and represents the division professionally in all interactions.
• Candidates with a Bachelor’s degree or equivalent work experience in a related field are encouraged to apply.
• Proven experience as an administrative assistant or in a similar leadership support role preferred.
• Regularly required to sit, talk, hear; use hands/fingers to touch, handle, and feel
• This position requires heavy lifting, constant moving, remaining in a stationary position, and reaching with arms and hands
• Involves remaining in a stationary position for at least two consecutive hours, lifting at least 30 lbs. stooping, kneeling, crouching, and climbing ladders
• May involve reaching above eye level
• Requires close vision, color vision, depth perception, and focus adjustment
• Must be able to be in-office 3-5 days per week and work a flexible schedule based on department and company needs with regular dependable attendance and punctuality

Responsibilities

• Provide comprehensive administrative and clerical support for routine daily meetings, special projects and other areas were applicable as assigned, meticulously considering each step and devising effective solutions.
• Generate ad hoc reports and presentations, and manage special projects as required.
• Coordinate internal and external meetings, manage responses to meeting requests in a timely manner, compile and distribute meeting materials, and arrange necessary technology, including web and video conferencing. Additionally, coordinate catering orders and delivery.
• Exercise sound judgment, discretion, and maintain confidentiality regarding sensitive information; ability to make decisions independently.
• Undertake basic accounting duties such as processing invoices and ensuring accurate expense allocation. Collaborate with the Central Finance team as necessary.
• Coordinate with Facilities, Macy’s Tech, HR, and other partners to ensure smooth office operations.
• Coordinate the distribution of incoming and outgoing communications, including emails, memos, letters, reports, newsletters, and phone calls.
• Manage the calendar for leaders using Outlook, ensuring efficient scheduling and coordination.
• Arrange and organize travel arrangements, departmental activities, and meeting spaces, including coordinating catering when necessary.
• Establish, develop, and maintain an effective filing system to ensure easy retrieval of documents.
• Reconcile travel and monthly expenses and prepare and submit accurate expense reports.
• Foster an environment of acceptance and respect that strengthens relationships, and ensures authentic connections with colleagues, customers, and communities.
• In addition to the essential duties mentioned above, other duties may be assigned based on the needs of the business.

Benefits

• Comprehensive health and wellness coverage
• 401(k) match
• Paid time off
• Eight paid holidays
• Continuous learning and leadership development
• Colleague Resource Groups
• Volunteer opportunities
• Merchandise discounts
• Performance-based incentives
• Annual merit review
• Employee Assistance Program with mental health counseling and legal/financial advice
• Tuition reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level