DTLR Executive Administrative Assistant

DTLR, Inc.

16d•$65,000 - $75,000

About The Position

Come work for us! We are looking for dedicated employees to join our team to help our customers have the best experience possible every time they enter a DTLR store. Our employees are key to our success. The purpose of this position is to serve as a gatekeeper and manager of tasks and priorities that impact the executive’s daily activities. Through successful performance in handling administrative details, the incumbent ensures that the Senior Vice President(s) can focus on important business needs by performing the following main duties: Provides administrative support to executives. Ensures that the highly complex calendars for the executives are current and correct at all times, which involves continuously monitoring priorities and shifting multiple meetings that overlap. Successful calendar management requires working with a full year at a time. Serves as a gatekeeper to manage the flow of calls, visits, and meetings with the Senior Vice Presidents. Directs others to the most appropriate contact if the executive(s)’ involvement is/are not required. Creates correspondence and formats presentations and correspondence in the executive(s)’ desired format. Provides guidance to others who may be assisting in creating communication for the executive(s), such as for Town Hall meetings, and other special events. Based on an understanding of the executive(s)’ priorities and needs, proactively prepares information that will be needed for various meetings and purposes. Responsible for arranging all the Senior Vice President(s)’ travel needs, minimizing the need for the Senior Vice President(s) to arrange the details, and creating as pleasant an experience as possible. Interact with clients, vendors and visitors while maintaining confidentiality in all aspects of interaction and information. Assists in special events, such as vendor events. Makes personal appointments and takes care of related tasks that free up the executive(s)’ time for important business needs. Prepares expense reports, private banking, manages calendar, manages all travel, coordinates private dining reservations, and types all correspondence including presentations. Maintains organization and flexibility of office, with the ability to adjust to changing deadlines. Additional duties and projects as required.

Requirements

High school diploma required. Additional training or courses in business are helpful.
At least 3 - 5 years of specific experience in providing administrative assistance at the department leader level is required, with experience at the executive level highly preferred.
Should have intermediate knowledge and abilities with Microsoft Office suite, and experience in phone system functionality to manage complex calling needs.
Must be able to successfully manage the Senior Vice President(s)’ calendar, ensuring that meetings are scheduled appropriately, reflect priorities, and do not contain time conflicts.
Experience with Microsoft Office (Excel, Word, PowerPoint & Outlook) and the ability to learn new computer systems quickly and retain the information
Exhibit a professional communication style (both verbal and written) as shown through strong presentation skills and excellent organizational skills, with a high sense of urgency.
The ability to prioritize tasks to balance the immediate and long term needs of the business.
Must be task driven and pro-active when it comes to executing tasks
Work requires a solid knowledge of business and an excellent command of the English language to effectively communicate with management, associates, and customers.
Must demonstrate an ability to think strategically, plan and organize effectively.
Must be able to maintain an exemplary degree of professionalism in all situations.
The ability to execute directives with precision and consistency.
Detail oriented, excellent time management with a strong sense of urgency.
The employee is regularly required to sit.
The employee frequently is required to use hands to finger, handle, or feel; and talk; or hear.
The employee must occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job may include close vision, distance vision and depth perception.
The incumbent must be able to work in a fast-paced environment

Responsibilities

Provides administrative support to executives.
Ensures that the highly complex calendars for the executives are current and correct at all times, which involves continuously monitoring priorities and shifting multiple meetings that overlap.
Serves as a gatekeeper to manage the flow of calls, visits, and meetings with the Senior Vice Presidents.
Directs others to the most appropriate contact if the executive(s)’ involvement is/are not required.
Creates correspondence and formats presentations and correspondence in the executive(s)’ desired format.
Provides guidance to others who may be assisting in creating communication for the executive(s), such as for Town Hall meetings, and other special events.
Based on an understanding of the executive(s)’ priorities and needs, proactively prepares information that will be needed for various meetings and purposes.
Responsible for arranging all the Senior Vice President(s)’ travel needs, minimizing the need for the Senior Vice President(s) to arrange the details, and creating as pleasant an experience as possible.
Interact with clients, vendors and visitors while maintaining confidentiality in all aspects of interaction and information.
Assists in special events, such as vendor events.
Makes personal appointments and takes care of related tasks that free up the executive(s)’ time for important business needs.
Prepares expense reports, private banking, manages calendar, manages all travel, coordinates private dining reservations, and types all correspondence including presentations.
Maintains organization and flexibility of office, with the ability to adjust to changing deadlines.
Additional duties and projects as required.