Executive Assistant – SVP (IT)

Ross Stores • Dublin, CA

1d • $31 - $56 • Hybrid

About The Position

The Executive Assistant role provides comprehensive administrative and secretarial support of a confidential nature to the SVP of IT. This position requires independent judgment, initiative, and the ability to manage complex tasks in a high-energy, demanding environment. The assistant will act as a liaison between the SVP and other executives and staff, manage the SVP's schedule, screen communications, coordinate travel and meetings, maintain confidential records, and handle personal matters and projects as assigned.

Requirements

• Proven experience working in a high-energy, demanding, multi-tasking environment.
• Experience providing administrative and logistical support to a top executive.
• Experience with scheduling, travel arrangements, financial reimbursements, communicating with senior level internal and external contacts.
• Ability to shift priorities.
• Superior organizational skills.
• Advanced computer skills (Word, Excel, PowerPoint, Outlook, Visio).
• Filing systems management.
• Communicate effectively with co-workers, senior level internal and external contacts and representatives of public and private organizations to exchange and convey information.
• Maintain confidentiality of privileged information obtained in the course of work.
• Organize own work, coordinating projects, setting priorities, meeting deadlines and following up on assignments with minimum direction.
• Knowledge of principles and business letter writing and basic report preparation.
• Knowledge of English usage, grammar, spelling, punctuation and vocabulary.
• Ability to compose, independently or from oral instructions, correspondence, memoranda, and other reports and materials.
• Knowledge of standard office administrative practices and procedures, including the use of standard office equipment.
• Advanced computer skills on all computer applications related to work including word processing, spread sheets, charts and graphs from statistical information, and presentations.
• Basic budgeting theories and principles.
• Basic mathematical computations, accounting and record keeping skills.
• Telephone techniques and etiquette.
• Operate a keyboard at a corrected rate of 60 words per minute.

Nice To Haves

• College degree preferred.

Responsibilities

• Exercise independent judgment and personal initiative in performing responsible and difficult technical, specialized, and complex administrative and secretarial work of a confidential nature.
• Take appropriate authorized action in the absence of the SVP to ensure matters requiring attention are handled to minimize the effect of his/her absence.
• Act as a liaison between other executives and staff in matters involving the SVP's office, including meetings, documentation, and activities requiring authorized action.
• Manage the SVP's schedule and calendar; arrange meetings, conference calls, and appointments.
• Receive and screen communications to the SVP, including telephone calls and e-mail messages, record messages, and provide assistance using independent judgment to determine those requiring priority attention.
• Channel and facilitate communication from customers and associates and redirect callers to appropriate department/field representative for resolution/assistance.
• Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention and prepare for SVP review.
• Log and route communications requiring action.
• Produce letters, reports, bulletins, memoranda, and e-mail, including material of a confidential nature.
• Compose correspondence, reports, presentations, speeches, organization charts, rough drafts, from transcription machine tapes or verbal instructions.
• Coordinate travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required.
• Prepare and process expense reports.
• Coordinate off-site meetings (arrange for meeting facilities, caterers, meals, materials, transportation, and equipment).
• Maintain a variety of complex records and files related to operations and functions, including material of a highly confidential nature (personal files, working files, personnel files, and department files).
• Provide document services (copy, fax, distribute).
• Manage personal matters and projects and other office duties as assigned.

Benefits

• The base pay range for this role is $31.35 – $56.27.
• The base pay range is dependent on factors including, but not limited to, experience, skills, qualifications, relevant education, certifications, seniority, and location.
• The range listed is just one component of the total compensation package for employees.
• Other rewards vary by position and location.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree