DVP Administrative Assistant, East Coast/Region

Bring Your Amazing Self to Work

At Macy's, Inc. we're on a mission to create a brighter future with bold representation for all. This is our Mission Every One. We know that each person here is unique. So we respect and invest in each individual to create growth, pride, and satisfaction. If we are able to bring our whole selves to work, it translates into a more abundant and wider array of ideas and energy for all to benefit from. Our success will be built on amazing colleagues, working together.

Job Overview

The Administrative Assistant plays a pivotal role in supporting the Division Vice President for Stores by managing critical administrative functions and ensuring seamless day-to-day operations. This role involves creating high-quality presentations, reports, and spreadsheets, maintaining accurate sales and performance recaps, and managing the VP's calendar. The Administrative Assistant oversees division records, expense reporting, and vendor communications while coordinating department budgets, travel arrangements, and supplies. With a proactive approach to special projects and strong organizational skills, this position supports efficient communication, operational excellence, and the overall success of the division.

What You Will Do

• Utilize Microsoft Office tools (Word, Excel, PowerPoint) to create presentations, spreadsheets, and reports, including PowerPoint presentations for quarterly strategy meetings presented to regional executives and the executive committee.
• Update daily sales recaps for the entire division and retrieve selling reports from the intranet.
• Generate Excel spreadsheets to report AUR, POS, ROF, and topside divisional business metrics.
• Maintain the VP's calendar by scheduling meetings, responding to invitations, and resolving scheduling conflicts.
• Oversee expense reporting using the MacysER system.
• Set up conference calls and meetings using Microsoft Teams.
• Manage division records, files, and technical documents, including advertising/co-op records, POS, chargebacks, debit memos, vendor agreements, and travel approvals.
• Maintain and update the vendor database and contact lists.
• Handle incoming and outgoing communications, including mail, fax, and email.
• Answer, screen, and direct telephone calls.
• Coordinate the department budget and track expenses.
• Order and manage office supplies through the Oracle system.
• Arrange travel accommodations.
• Take ownership of special projects as assigned.
• Adhere to and promote shortage programs and procedures.
• Perform all functions efficiently and as directed by the supervisor.
• Ensure regular, dependable attendance and punctuality.
• In addition to the essential duties mentioned above, other duties may be assigned.

Skills You Will Need

Proficiency in Microsoft Office Suite: Strong expertise in Word, Excel, and PowerPoint to create polished presentations, detailed reports, and accurate spreadsheets.

Time Management and Organization: Ability to prioritize tasks, manage the VP’s calendar efficiently, and handle multiple responsibilities seamlessly.

Analytical and Detail-Oriented: Skill in generating and interpreting data for AUR, POS, ROF, and divisional business metrics, ensuring accuracy and relevance.

Communication Skills: Excellent verbal and written communication skills to interact professionally with diverse teams, vendors, and executive-level stakeholders.

Interpersonal Skills: Proven ability to foster strong working relationships and collaborate effectively across various groups.

Problem-Solving and Adaptability: Resourcefulness in addressing challenges and adapting to changing priorities with a proactive mindset.

Expense and Budget Management: Competence in using systems like MacysER and Oracle to track expenses, coordinate budgets, and ensure proper financial controls.

Teamwork and Independence: Strong ability to work independently on assigned projects while also collaborating as part of a team.

Customer Focus: Dedication to delivering high-quality work and ensuring satisfaction among both internal and external stakeholders.

Dependability and Punctuality: Consistent attendance and reliability to meet the demands of a fast-paced, high-impact environment.

Project Management: Ability to take ownership of special projects, ensuring timely and suc