Executive Assistant - EVP Stores

We hope you're interested in building a home with us. Even if you don't feel that you meet every requirement listed in this job description, we still encourage you to apply.

About the Team

This will be a full-time Executive Administrative position supporting the EVP of Stores for all WSI Brands.

Overview of the Role

We are seeking a positive, dynamic Executive Assistant to provide administrative support to the EVP of Stores for all WSI Brands. In this role you will provide day-to-day assistance to the EVP, as well as general support as needed to other departments. The goal of this role is to maintain a safe and pleasant office environment, with superb attention to detail and customer service.  

Responsibilities

• Strategically manage and maintain the EVP’s schedule so that workdays are efficiently organized 

• Plan all aspects of domestic and international travel, optimizing and balancing executive's time with cost of travel.  Includes forecasting and managing to the travel budget.  

• Plan, coordinate, and execute meeting setup and events. Including room set-ups, light catering, Audio/Visual setup, attendance tracking, and materials distribution.  

• Provide agendas, detailed data, information and resources to the executive in preparation for meetings 

• Prepare expense reports for the executive. Review and approve expense reports for direct reports in accordance with company travel policy.  

• Phone support for executive and back up support for other executives as needed. Includes answering, screening, taking messages/gathering information and re-directing to the appropriate person or team.  

• Act as a liaison between executive, their team and other key business partners keeping everyone connected and informed.  

• Draft and edit communication in the voice of the executive and company. Resolve time sensitive issues with a high degree of precision and professionalism.  

• Maintain hard and soft copy filing, including departmental organization charts for the company, annual budget book, department contact lists and other items as directed.  

• Process invoices and order supplies in COUPA.  

• Manage time cards in KRONOS and EZLABOR.  

• Utilize other company systems and platforms as needed for various tasks.  

• Handle multiple tasks, switching priorities and focus as needed.  

• Build relationships with people and teams across the company to foster process improvement and resolve issues.  

• Perform and prioritize special projects as directed; handle confidential and sensitive information. 'No task is too small' approach.  

• Operate a computer and communicate via telephone

• Transport materials and equipment and lift, move, and carry objects up to 50 pounds on a limited basis

Criteria

• Minimum 5 years of experience as an executive assistant 

• Strong verbal and written communication skills 

• The ability to effectively prioritize and work on multiple projects in a deadline driven environment 

• Excellent, professional customer service and respond to requests quickly under pressure Proactive problem solving skills; must be able to collaborate with others at all levels of the organization 

• Strong analytical skills 

• Excellent Outlook skills for Calendar, Power Point, Excel, Word and email 

• Experience in Office 365

• Nice to have experience using COUPA, KRONOS, EZLABOR

• The ability to handle highly confidential information with the utmost discretion 

• Ability to perform work onsite in the San Francisco office full-time pending state, local, and Company return-to-work guidance during and after the COVID-19 pandemic.

Our Mission Around Diversity, Equity & Inclusion

We firmly believe that working in a culture focused on diversity, equity, and inclusion spurs innovation, creates healthy and high-performing teams, and delivers superior customer experiences. We will create and nurture a global company culture where we confidently bring our authentic selves to work every day: where the only criteria for advan