Executive Staff Assistant

American Eagle Outfitters•New York, NY

1d•Hybrid

About The Position

Provide administrative support to Senior Leadership team members, their direct reports, and the total team. This role involves managing complex schedules, coordinating travel, handling communications, and supporting various administrative tasks in a fast-paced environment. The position requires a high degree of organization, attention to detail, and the ability to work effectively with multiple executives and associates.

Requirements

Associate’s or Bachelor’s degree or commensurate experience required.
Strong analytical, prioritizing, organizational, interpersonal, and problem-solving skills.
Strong verbal and written communication skills.
Proven ability to work in a multicultural environment.
Demonstrated collaborative skills and ability to work well within a team.
Ability to work in a fast-paced and deadline oriented environment.
Self-motivated with critical attention to detail, deadlines and reporting.
High degree of proficiency Google Workspace & Internet applications.

Nice To Haves

5+ years previous experience supporting Executive Leadership in a high touch capacity preferred.
Experience booking & managing extensive international travel schedules as well as visa applications.
Experience with Concur & Ariba preferred or similar expense systems.

Responsibilities

Manage scheduling and coordination of meetings, team meetings, and individual meetings across all time zones for Executives with a clear sense of urgency and accuracy.
Take ownership for ensuring prioritization is clear and executed against.
Attend weekly Direct Report Meeting; prepare agenda items and support any follow-up actions necessary for the group.
Reconcile and approve invoices and all expenses in a timely manner meeting expense deadlines.
Coordinate domestic and international travel arrangements; prepare detailed travel itineraries inclusive of flights, visas, hotels, meeting agendas, etc.
Take ownership for ensuring travel & expense challenges are addressed and acted on in a timely manner.
Prepare requested presentations and other forms of communication to internal and external Business Partners.
Update confidential reports/materials as directed & create/prepare materials for key meetings.
Handle proprietary and non-routine information with confidentiality.
Understand and execute against priorities, where not clear seek to understand.
Build and maintain positive relationships with leadership, peers, and associates.
Answer and screen all incoming calls and emails, and handle appropriately.
Manage Timekeeping in Kronos & PTO calendar for hourly associates on team.
Provide general support for salary associates on time keeping as well.
Support senior leaders with administrative tasks, such as but not limited to: IT tickets, new hire set ups, meeting room bookings, etc.
Order necessary supplies/samples for department.
Other projects and responsibilities as assigned.