Admin Assistant, Executive Office

Administrative Assistant

We are seeking a proactive, highly organized, and detail-oriented Administrative Assistant to ensure the smooth execution of day-to-day administrative and operational needs. This role is critical in maintaining scheduling efficiency, supporting team events, coordinating travel and expenses, and assisting with key corporate functions. The ideal candidate is someone who thrives in a dynamic environment, exercises discretion, and delivers excellent internal and external service.

Responsibilities

• Provide high-level calendar support and meeting coordination
• Maintain and update individual and shared calendars, ensuring accuracy and appropriate prioritization
• Promptly communicates meeting changes or shifts in priorities to relevant stakeholders
• Serve as a point of contact for internal and external scheduling needs, representing the senior leadership team with professionalism and discretion
• Serve as a trusted representative of the executive team in all interactionsvia phone, email, and in personwith internal and external stakeholders
• Support leaders in recognition and celebration efforts
• Maintain the highest level of confidentiality and discretion at all times

Travel & Expense Coordination

• Arrange domestic travel, including flights, accommodations, and local transportation
• Prepare travel itineraries and handle last-minute adjustments with agility
• Process and track expense reports and reimbursement requests in a timely and accurate manner

Event & Meeting Logistics

• Plan and coordinate events, including offsites, happy hours, and celebratory gatherings
• Coordinate corporate gifting initiatives on behalf of the senior leadership team for key stakeholders, internal milestones, and seasonal campaigns
• Manage hotel bookings, meal arrangements, and venue logistics as needed
• Assist with corporate meeting planning, including agenda creation, materials prep, catering, room setup, and follow-ups
• Assist with meeting materials & agendas, PowerPoint preparation, timeline creation, etc.

Executive Office & Visitor Support

• Manage recognition efforts on behalf of executive team
• Serve as the point person for VIP visits to the officeensuring an exceptional guest experience from start to finish
• Own all day-of coordination and troubleshooting to deliver a seamless, branded experience for visiting VIPs

Administrative Systems & Tools

• Manage executive use of internal platforms such as NuOrder
• Maintain organized files and documentation related to meetings, travel, and expense activity
• Support general administrative functions to ensure the senior leadership operates efficiently

Our Ideal Candidate Will Have

• 2+ years' experience as an Administrative Assistant for a high-growth company
• A proven ability to execute with consistent delivery and reprioritize based on evolving business needs
• Proficiency in multiple calendar platforms including iCal, Google Calendar and Outlook
• Superb communication and interpersonal skills with ability to tailor communication to different audiences
• Organizational skills and attention to detail
• Strong critical thinking skills with the ability to navigate ambiguity, work through challenges or scheduling conflicts, evaluate options, and identify thoughtful solutions
• A service-minded approach with a genuine desire to support leaders, team members, and guests with professionalism, warmth, and follow-through
• Ability to anticipate needs, proactively identify next steps, and stay one step ahead in a fast-paced, ever-changing environment
• A strong ability to build cross functional partnerships and work collaboratively
• A growth mindset: desire to learn, grow and embrace new ideas
• A shared appreciation for our 3 core values of Family, Fashion and Philanthropy

We are an equal opportunity employer and value diversity at our company.