Executive Assistant

Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to four C-Suite/Leadership Executives. The ideal candidate will be a detail-oriented, self-starter with excellent communication and interpersonal skills, capable of managing multiple priorities in a fast-paced environment.

Job responsibilities include managing complex and ever-changing day-to-day schedules of the executives via Microsoft Outlook, scheduling and organizing meetings across multiple time zones. The role also involves anticipating all needs of the executives by thinking and working proactively with a one-step-ahead mentality. Additional duties include preparing meetings and appointments by creating agendas, preparing conference rooms and audio/visual needs, overseeing document management for the executives, coordinating domestic and international travel arrangements, overseeing personal and departmental expenses, handling confidential information meticulously, acting as a liaison between executives and internal/external stakeholders, and assisting with special projects and initiatives as assigned.

In the first six months, you will learn each executive's specific preferences for scheduling, communication, meeting preparation, and travel. You will become highly proficient in Microsoft Outlook for advanced calendar management, and master expense systems like Medius and Concur. You will integrate into the company culture, learning the organizational structure, key internal and external contacts, and relevant company policies. You will begin to develop a proactive, "one-step-ahead" mindset, anticipating administrative needs and offering solutions.

In twelve months, you will advance to strategic calendar and project support, including long-range planning, managing project components, and assisting in meeting facilitation. You will develop advanced content creation skills, drafting initial memos, presentations, and synthesizing information for executive decision-making. You will strengthen relationships with internal and external stakeholders, optimizing information flow and demonstrating impeccable discretion with confidential matters. You will consistently apply independent problem-solving, conduct targeted research, and identify opportunities for continuous administrative process improvement.

Physical requirements include the ability to remain in a stationary position on average of 7.5 hours/day, light to moderate lifting may be required, and the employee may be regularly required to stand, sit, reach, stoop, kneel, and operate a computer, telephone, and keyboard.

Qualifications include 3-5 years of experience in the specified field, proven experience as an Executive Assistant supporting C-Suite or leadership-level executives, exceptional organizational and time management skills, strong written and verbal communication abilities, proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), experience with expense management systems like Medius and Concur is a plus, ability to maintain confidentiality and exercise discretion, proactive and resourceful problem-solver, and a bachelor's degree preferred.

Additional information includes training and development and culture, mental health support, paid time off and flexibility, fertility and family planning, Fresh and LVMH 'perks' and discounts, health care, and retirement and additional benefits.