Executive Assistant & Studio Coordinator

Job Title

Executive Assistant

All general executive day to day tasks including calendar, teams, and telephone management, expense reporting, responding to basic requests.

Manage Outlook calendar which involves frequent adjustments and updates throughout the day.

Scheduling & confirming of all internal & external meetings and conference calls.

Provide daily next-day calendar briefings including meeting locations, contact details, agendas, required documents, and relevant information

Partner and coordinate with other Brand EAs on overall calendar tracking and management of cross brand meetings; ensuring meetings take place as scheduled.

Handle timely submission & tracking of expenses on corporate credit cards with Accounts Payable; this involves ensuring timely approval of expenses.

Code and approve all invoices in Ariba as required.

Coordinate all travel arrangements with internal Travel department; inclusive of booking, logistics and changes

Maintain updated contact lists and key information databases

Prepare written materials as requested, i.e. memos, meeting agendas, PowerPoint presentations

Manage and respond to routine requests and inquiries (Teams / telephone / communications)

Manage lunch, coffee and personal requests/logistics as schedule requires.

Assist in Special Projects as needed

Studio Assistant

Act as a liaison between design and all cross functional partners for scheduling cross functional team meetings (PMT, Merchandising, TD, etc.)

Prepare materials for design meetings (print photo references, cutting swatches, organizing presentation boards).

Prepare conference rooms for meeting needs (tv's, design boards, water, snacks etc.)

Manage digital photos and create PowerPoints for design team presentations.

Provide agendas, recaps + action plans for team meetings as needed.

Maintain and book conference room calendars

Order supplies and coordinate equipment servicing, oversee general floor upkeep, create work orders on Service Point when needed for IT or facilities issues*

Support and arrange travel logistics for design team.