Executive Staff Assistant

American Eagle Outfitters • New York, NY

1d • $29 - $43 • Hybrid

About The Position

Provide administrative support to Senior Leadership team members, their direct reports, and total team.

Requirements

• Associate’s or Bachelor’s degree or commensurate experience required
• 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
• 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

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
• Ability to work in a fast-paced and deadline-oriented environment
• Ability to juggle multiple executives’ schedules and deliverables
• Able to prioritize tasks/requests in order to meet deadlines with critical attention to detail
• Proactively communicate with team to ensure they are aware of timelines and conflicting priorities
• Flexibility to work outside of U.S. time zones is sometimes required due to leader’s travel schedule or international partners
• 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
• Flexible hours to stay as needed. Ability to work with ease and efficiency in high activity work environments
• In person/in-office collaboration is required, the frequency of such in-person/in-office collaboration (e.g., portion of week, entire week) is dictated by business needs
• Able to work in a hybrid environment, meaning that some work may be performed remotely but certain essential functions must be performed in-person/in-office based on the needs of the business.

Benefits

• health care benefits (including medical, vision, and dental)
• wellness benefits
• 401(k) retirement benefits
• life and disability insurance
• employee stock purchase program
• paid time off
• paid sick leave
• parental leave and benefits

What This Job Offers

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