Administrative Assistant, Portland - Full Time

Be Part of an Amazing Story

Macy’s is more than just a store. We’re a story. One that’s captured the hearts and minds of America for more than 160 years. A story about innovations and traditions…about inspiring stores and irresistible products…about the excitement of the Macy’s 4th of July Fireworks, and the wonder of the Thanksgiving Day Parade. We’ve been part of memorable moments and milestones for countless customers and colleagues. Those stories are part of what makes this such a special place to work.

Job Overview

We are seeking a highly organized and detail-oriented Administrative Assistant. The ideal candidate will be proficient in office management tasks, possess excellent communication skills, and have the ability to multitask effectively in a fast-paced environment.

Full-time colleagues are typically scheduled to work 30 or more hours per week, while part-time colleagues are typically scheduled 12-24 hours per week. Hours are dependent on business needs and colleague availability. Information regarding hours per week needed for benefit eligibility purposes can be found here.

What We Can Offer You

Join a team where work is as rewarding as it is fun! We offer a dynamic, inclusive environment with competitive pay and benefits. Enjoy comprehensive health and wellness coverage and a 401(k) match to invest in your future. Prioritize your well-being with paid time off and eight paid holidays. Grow your career with continuous learning and leadership development. Plus, build community by joining one of our Colleague Resource Groups and make a difference through our volunteer opportunities.

Some additional benefits we offer include:

• Merchandise discounts
• Performance-based incentives
• Annual merit review
• Employee Assistance Program with mental health counseling and legal/financial advice

Access the full menu of benefits offerings here.

What You Will Do

Administrative Support:

• Provide comprehensive administrative and clerical support for routine daily meetings, special projects and other area were applicable as assigned, meticulously considering each step and devising effective solutions
• Generate ad hoc reports and presentations, and manage special projects as required
• Coordinate internal and external meetings, manage responses to meeting requests, compile and distribute meeting materials, and arrange necessary technology, including web and video conferencing
  • Additionally, coordinate catering orders and delivery
• Exercise sound judgment, discretion, and maintain confidentiality regarding sensitive information
• Undertake basic accounting duties such as processing invoices and ensuring accurate expense allocation. Collaborate with the Central Finance team as necessary
• Collaborate with procurement to ensure timely ordering of building supplies
• Coordinate with IT, HR and other partners to ensure smooth office operations

Communication Management:

• Coordinate the distribution of incoming and outgoing communications, including emails, memos, letters, reports, newsletters, and phone calls

Organizational Responsibilities:

• Manage the calendar for leaders using Outlook, ensuring efficient scheduling and coordination
• Arrange and organize travel arrangements, departmental activities, and meeting spaces, including coordinating catering when necessary
• Establish, develop, and maintain an effective filing system to ensure easy retrieval of documents
• Reconcile travel and monthly expenses, and prepare and submit accurate expense reports
• Foster an environment of acceptance and respect that strengthens relationships, and ensures authentic connections with colleagues, customers, and communities

Who You Are

• Flexible availability, including days, evenings, weekends and holidays with regular, dependable attendance and punctuality
• Proven experience as an administrative assistant or in a similar role
• Strong organizational skills with the ability to prioritize tasks efficiently
• Excellent communication skills, both written and verbal
• Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint)
• You possess vision and creativity, and can multi-task in a fast-paced environment
• You can learn and use computers and other electronic devices, including handheld equipment proficiently
• Must be able to:
  • Understand, communicate effectively and present information to customers, co-workers, and all levels of management
  • Read and understand employment policies and safety rules/procedures in English

Essential Physical Requirements You Will Perform

• This position requires constant moving, talking, hearing, lifting, standing, and reaching with arms and hands.
  • Involves standing for at least two consecutive hours, lifting at least 30lbs., stooping, kneeling, crouching, and climbing ladders
  • Reaching, including above eye level
  • Requires close vision, color vision, depth perception, and focus adjustment
• Frequent use of computers and other technology, necessary to perform job functions, including handheld equipment

About Us

This is a great time to join Macy’s! Whether you’re helping a customer find the perfect gift, streamlining operations in one of our distribution centers, enhancing our online shopping experience, buying in-style and on-trend merchandise to outfit our customers, or designing a balloon for the Thanksgiving Day Parade, we offer unique opportunities to be part of some of the most memorable moments in people’s lives.

Join us and help write the next chapter in our story - Apply Today!

This job description is not all-inclusive and may not apply to colleagues covered by a collective bargaining agreement. Macy's Inc. reserves the right to amend this job description at any time. Macy's Inc. is an Equal Opportunity Employer, committed to an inclusive work environment.

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