Office Administrator / Executive Assistant

Skip Hop • New York, NY

25d • Onsite

About The Position

Serving the needs of all families with young children, Carter's Inc. is the largest North American apparel retailer exclusively for babies and young children, encompassing Carter's, OshKosh B'gosh, SkipHop and Little Planet brands. Meaningful work, constant learning, genuine people, and a community guided by core values that promote inclusion and innovation is in everything we do. There are many reasons to build your career at Carter's. HOW YOU'LL MAKE AN IMPACT: This role typically reports to the VP, GM Skip Hop and is based in our NYC office on-site 4 days/week (Mon-Thurs). 50%: Office Operations - Point person on all office operation needs (i.e. project/construction management, repairs, maintenance, improvements, processes), working with IT, HR and facilities - Leads project management responsibilities and on-site support of construction and other office projects as needed - Build and maintain relationships with vendors, building staff and management to ensure office safety and prompt response to office needs (fire safety, mail and delivery process, office security) - Oversees the general wellbeing of the office, maintains organization, and coordinates with relevant teams to address any issues - Maintains kitchen and office supplies including ordering and storing - Coordinate and lead any internal office moves and office set-ups for guests (specifically visiting executives) - Acts as the liaison with external cleaning service to ensure service is meeting expectations - Provide front desk reception service (greeting guests and answering phones) as needed - Manage badge and QR code process for employees and visitors - Misc. operational support to the office - Create shipping labels for all outgoing product samples and packages - Receive all incoming packages and ensures appropriate team is notified - Is the lead for all trade show sample shipments - Liaise with shipping carrier, ensures on-time arrival and pickups at destination 40%: Executive Assistant - Manage Vice President calendar including the executive office calendar between Carter's and Skip Hop teams - Plan, prioritize and organize high volume of day-to-day activities, increasing efficiency for the Vice President - Process all expenses including all executive team travel and SAP invoicing (building expenses, office supplies, cleaning services, and contractors) - Arrange meetings, coordinate special events, and prepare agendas to increase executive visibility at all levels within the organization (i.e. huddles, department meetings, town halls, coffee chats, trainings and holiday celebrations) - Coordinate with Carter's Headquarters Office in Atlanta to manage executive meetings and visits - Manage remote meetings and build relationships with Atlanta based departments - Support customer meetings, including managing food, room requirements and greeting as needed - Manage the contingent workforce process including processing contracts and managing expenses 10%: Misc. Administrative - Schedule candidate interviews (and candidate travel, as needed) - Manage and follow through on candidate expense reimbursement - Assist with planning and execution of employee engagement events - Maintain company organizational charts and employee photos

Requirements

• Strong organizational skills including the ability to perform and prioritize multiple tasks simultaneously with excellent attention to detail
• Ability to operate independently
• Ability to work autonomously with minimal direction and meet deliverables in a fast-paced environment
• 5+ years administrative experience supporting the Vice President level
• Excellent verbal and written communication skills
• Strong, intermediate skills in MS Office - Word, Excel, PowerPoint and Outlook
• Ability to handle confidential and sensitive information in a professional manner
• Anticipates needs with a strong sense of initiative and high level of customer service
• Ability to lift and/or carry up to 20+ lbs; pulling or pushing of carts and boxes when necessary

Nice To Haves

• Previous experience supporting a remote satellite office or consumer goods/ wholesale environment
• Previous successful experience supporting a team
• Domestic and international travel planning experience preferred
• Strong project management skills
• Creative thinking and the ability to find innovative solutions

Responsibilities

• Point person on all office operation needs (i.e. project/construction management, repairs, maintenance, improvements, processes), working with IT, HR and facilities
• Leads project management responsibilities and on-site support of construction and other office projects as needed
• Build and maintain relationships with vendors, building staff and management to ensure office safety and prompt response to office needs (fire safety, mail and delivery process, office security)
• Oversees the general wellbeing of the office, maintains organization, and coordinates with relevant teams to address any issues
• Maintains kitchen and office supplies including ordering and storing
• Coordinate and lead any internal office moves and office set-ups for guests (specifically visiting executives)
• Acts as the liaison with external cleaning service to ensure service is meeting expectations
• Provide front desk reception service (greeting guests and answering phones) as needed
• Manage badge and QR code process for employees and visitors
• Create shipping labels for all outgoing product samples and packages
• Receive all incoming packages and ensures appropriate team is notified
• Is the lead for all trade show sample shipments
• Liaise with shipping carrier, ensures on-time arrival and pickups at destination
• Manage Vice President calendar including the executive office calendar between Carter's and Skip Hop teams
• Plan, prioritize and organize high volume of day-to-day activities, increasing efficiency for the Vice President
• Process all expenses including all executive team travel and SAP invoicing (building expenses, office supplies, cleaning services, and contractors)
• Arrange meetings, coordinate special events, and prepare agendas to increase executive visibility at all levels within the organization (i.e. huddles, department meetings, town halls, coffee chats, trainings and holiday celebrations)
• Coordinate with Carter's Headquarters Office in Atlanta to manage executive meetings and visits
• Manage remote meetings and build relationships with Atlanta based departments
• Support customer meetings, including managing food, room requirements and greeting as needed
• Manage the contingent workforce process including processing contracts and managing expenses
• Schedule candidate interviews (and candidate travel, as needed)
• Manage and follow through on candidate expense reimbursement
• Assist with planning and execution of employee engagement events
• Maintain company organizational charts and employee photos

Benefits

• Career Development: Success starts from within, and we have several paths from which you can choose to enhance your career evolution. From Carter's University to Toastmasters to mentorship programs and more, we encourage you to utilize these tools to elevate your professional prowess.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed
• Number of Employees: 51-100 employees