Administrative Assistant, Portland - Full Time

Macy's•Portland, TN

8d•Onsite

About The Position

Be part of an amazing story Macy’s is more than just a store. We’re a story. One that’s captured the hearts and minds of America for more than 160 years. A story about innovations and traditions…about inspiring stores and irresistible products…about the excitement of the Macy’s 4th of July Fireworks, and the wonder of the Thanksgiving Day Parade. We’ve been part of memorable moments and milestones for countless customers and colleagues. Those stories are part of what makes this such a special place to work. Job Overview We are seeking a highly organized and detail-oriented Administrative Assistant. The ideal candidate will be proficient in office management tasks, possess excellent communication skills, and have the ability to multitask effectively in a fast-paced environment. Full-time colleagues are typically scheduled to work 30 or more hours per week, while part-time colleagues are typically scheduled 12-24 hours per week. Hours are dependent on business needs and colleague availability. Information regarding hours per week needed for benefit eligibility purposes can be found here.

Requirements

Proven experience as an administrative assistant or in a similar role
Strong organizational skills with the ability to prioritize tasks efficiently
Excellent communication skills, both written and verbal
Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint)
You possess vision and creativity, and can multi-task in a fast-paced environment
You can learn and use computers and other electronic devices, including handheld equipment proficiently
Must be able to: Understand, communicate effectively and present information to customers, co-workers, and all levels of management
Read and understand employment policies and safety rules/procedures in English

Nice To Haves

Flexible availability, including days, evenings, weekends and holidays with regular, dependable attendance and punctuality

Responsibilities

Provide comprehensive administrative and clerical support for routine daily meetings, special projects and other area 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, 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
Undertake basic accounting duties such as processing invoices and ensuring accurate expense allocation. Collaborate with the Central Finance team as necessary
Collaborate with procurement to ensure timely ordering of building supplies
Coordinate with IT, 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

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