American Eagle Outfitters Inc.

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Executive Staff Assistant

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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.
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