Executive Staff Assistant - AE Brand

POSITION TITLE: Executive Staff Assistant

POSITION SUMMARY:

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

RESPONSIBILITIES:
CALENDAR MANAGEMENT:

• 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

TRAVEL & EXPENSES:

• 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

COMMUNICATION & DOCUMENTATION:

• 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

PRIORITIZATION & TIME MANAGEMENT:

• 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

GENERAL RESPONSIBILITIES:

• 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.

QUALIFICATIONS

• 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
  
  

PAY/BENEFITS INFORMATION:

• Actual starting pay is determined by various factors, including but not limited to relevant experience and location.
• Subject to eligibility requirements, associates may receive 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; and parental leave and benefits.
• Paid Time Off, paid sick leave, and holiday pay vary by job level and type, job location, employment classification (part-time or full-time / exempt or non-exempt), and years of service. For additional information, please click HERE.
• AEO may also provide discretionary bonuses and other incentives at its discretion.

Get to Know AEO

American Eagle Outfitters, Inc. (NYSE: AEO) is a leading global specialty retailer with a portfolio of beloved apparel brands including American Eagle, Aerie, OFFL/NE by Aerie, Todd Snyder and Unsubscribed.

Rooted in optimism, inclusivity and authenticity, AEO’s brands empower every customer to celebrate their unique personal style by offering casual, comfortable, timeless outfitting and high-quality products that are made to last. In addition to a robust e-commerce business, we operate stores in the United States, Canada and Mexico, with merchandise available in more than 30 countries through a global network of license partners.

At AEO, we believe in the power of our people and our brands. Our Better Together culture creates a mutual desire to succeed–inspiring our community to excel, while driving future growth for the business and associates. Through experience, exposure and education we empower associates to build their unique career journey.

Inclusion, Diversity, Equity and Access at AEO

We remain committed to building an inclusive culture that is welcoming and fosters a sense of belonging for everyone. Please see more about our initiatives here.

AEO is an Equal Opportunity Employer and is committed to complying with all federal, state and local equal employment opportunity ("EEO") laws. AEO prohibits discrimination against associates and applicants for employment because of the individual's race or color, religion or creed, alienage or citizenship status, sex (including pregnancy), national origin, age, sexual orientation, disability, gender identity or expression, marital or partnership status, domestic violence or stalking victim status, genetic information or predisposing genetic characteristics, military or veteran status, or any other characteristic protected by law. This applies to all AEO activities, including, but not limited to, recruitment, hiring, compensation, assignment, training, promotion, performance evaluation, discipline and discharge. AEO also provides reasonable accommodation of religion and disability in accordance with applicable law.

Applications will be accepted until the Apply Before date (if applicable), but may be extended based on applicant volume.