Executive Staff Assistant - AE Brand
External job listingat American Eagle Outfitters Inc.
Provide administrative support to the Senior Leadership team, managing calendars, travel and expenses, communications, documentation, and timekeeping.
Salary
Not provided
Location
New York, United States
Employment type
Full time
Workplace
Not provided
Executive Staff Assistant - AE Brand
New York, United States
Job description
About the role
Provide administrative support to Senior Leadership team members, their direct reports, and the total team.
Responsibilities
- Calendar management: Manage scheduling and coordination of executive meetings across all time zones with urgency and accuracy. Clarify priorities and ensure they are carried out. Attend the weekly Direct Report Meeting, prepare agenda items, and support follow-up actions.
- Travel and expenses: Reconcile and approve invoices and expenses in a timely manner, meeting expense deadlines. Coordinate domestic and international travel and prepare detailed itineraries, including flights, visas, hotels, and meeting agendas. Address travel and expense challenges in a timely manner.
- Communication and documentation: Prepare requested presentations and other communications for internal and external Business Partners. Update confidential reports and materials as directed, and prepare materials for key meetings. Handle proprietary and non-routine information confidentially. Understand and act on priorities, seeking clarification when they are not clear. Build positive relationships with leadership, peers, and associates.
- Prioritization and time management: Work in a fast-paced, deadline-oriented environment; manage multiple executives’ schedules and deliverables; prioritize tasks and requests with attention to detail; and communicate timelines and conflicting priorities to the team. Flexibility to work outside of U.S. time zones is sometimes required due to a leader’s travel schedule or international partners.
- General responsibilities: Answer and screen incoming calls and emails, handle them appropriately, and manage timekeeping.
Key facts
- Provides administrative support to Senior Leadership team members, their direct reports, and the total team.
- Coordinates executive meetings across all time zones.
- Coordinates domestic and international travel and prepares detailed itineraries.
- Flexibility to work outside of U.S. time zones is sometimes required.
Frequently asked questions
What does this role involve?
It provides administrative support to Senior Leadership team members, their direct reports, and the total team, including calendar management, travel, expenses, communications, and documentation.
What responsibilities are included?
Responsibilities include coordinating meetings and travel, reconciling and approving invoices and expenses, preparing materials, screening calls and emails, and managing timekeeping.
Does the role require flexibility across time zones?
Flexibility to work outside of U.S. time zones is sometimes required due to a leader’s travel schedule or international partners.