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Supply Chain
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234606 Requisition #

POSITION TITLE:  Executive Staff Assistant  

REPORTS TO: Senior Vice President, Global Supply Chain, Logistics & Services  

 

POSITION SUMMARY:

AEO is seeking an Executive Assistant to support our Senior Vice President, Global Supply Chain, Logistics & Services and other members of the Supply Chain Leadership Team with a variety of administrative tasks.  The duties and administrative functions will require confidentiality, initiative, sound decision-making, independent judgment and the ability to escalate serious or unique problems to higher levels. The successful candidate will possess structure, attention to detail, high energy and flexibility to a high-paced deadline driven organization. This individual will need to work well in a team environment, be able to represent the manager/group with professional courtesy and acumen as well as providing general support and assistance to their teams.

 

RESPONSIBILITIES:

  • Manage and maintain calendars for the Supply Chain Leadership Team (empowered to make judgment calls on time and calendar priorities)
  • Plan and execute domestic and international travel planning and expense reporting (including shepherding team members through the visa/immunization process for international travel)
  • Anticipate regular activities without prompting, and communicate any issues or delays in advance
  • Work across time zones effectively
  • Daily email tracking, editing, filtering, and correspondence
  • Manage and ensure timely payment of capital invoices
  • Manage and coordinate special projects
  • Organize and facilitate all meetings (off and on-site) as needed. Attend off-site meetings as necessary
  • Assist as needed in development of dynamic PowerPoint and Word presentations
  • Maintain accessible and up-to-date organizational charts and materials as requested
  • Maintain team distribution lists and assist with departmental communication as needed
  • Assist with new hire setup (technology, office/work station, supplies, etc.), office moves and other ad-hoc items that support the needs of the department
  • Assist with various reporting, invoicing needs and data input as requested
  • Partner with other Executive Assistants to coordinate meetings and general administrative needs as needed
  • All other duties as assigned
 

QUALIFICATIONS:

  • 4 year College degree and / or commensurate experience
  • 4+ years previous, relevant experience
  • Experience handling confidential information in a professional environment
  • Ability to maintain a flexible schedule. As needed, work hours need to coincide with leadership
  • High degree of proficiency MS Office Suite, Outlook & Internet applications
  • Strong analytical, prioritizing, interpersonal, and problem-solving skills
  • Strong verbal and written communication skills
  • Strong project management (from conception to completion) & planning skills 
  • Ability to effectively manage multiple priorities
  • 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 and deadlines
 
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

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