Administrative Assistant - GVP

Ross Stores; Dublin (CA); Hybrid; USD 39,000 - 62,000; Full time

Job summary

Ross Stores in Dublin, CA seeks an experienced executive administrative professional to support Group Vice Presidents and Vice Presidents. This role ensures smooth day-to-day operations, manages calendars, coordinates travel, and handles confidential information with discretion.

You will coordinate meetings, prepare reports, and liaise with multiple teams. The ideal candidate has college coursework, superb communication, fast typing, and strong MS Office skills to help the executive team stay

Qualifications

• College-level coursework completed and able to learn quickly.
• Excellent written and oral communication, proofreading and grammar.
• Excellent telephone skills and professional demeanor.
• Typing speed 60+ wpm with accuracy.
• Advanced skills in word processing, presentation, spreadsheets; MS Office.
• Ability to multitask and meet deadlines with minimal direction.
• Discretion handling confidential information.
• Attention to detail and teamwork.

Responsibilities

• Provide secretarial support to GVPs and VPs with minimal direction.
• Coordinate meetings, travel, and calendar management.
• Screen communications and prioritize items for executives.
• Manage LP Field Equipment Program, coordinating laptops and phones.
• Coordinate facility issues and IT equipment as needed.
• Prepare reports and assist with special projects for leadership teams.

Skills

Communication skills

Typing 60+ wpm

Discretion

Attention to detail

Multitasking

Meet deadlines

Team player

Education

College-level coursework

Tools

Microsoft Word

Excel

PowerPoint

Job description

Our values start with our people, join a team that values you!

Bring your talents to Ross, our leading off-price retail chain with over 2,200 stores, and a strong track record of success and growth. Our focus has always been bringing our customers a constant stream of high-quality brands and on-trend merchandise at extraordinary savings. All while providing a fun and exciting treasure hunt experience.

As part of our team, you will experience:

• Success. Our winning team pursues excellence while learning and evolving
• Career growth. We develop industry leading talent because Ross grows when our people grow<
• Teamwork. We work together to solve the hard problems and find the right solution
• Our commitment to Diversity, Equality & Inclusion, and our community. We celebrate the backgrounds, identities, and ideas of those who work and shop with us because our differences make us stronger. We strive to be a positive force in our community.

Our Corporate headquarters are in Dublin, CA, we have 3 buying offices in key markets in New York City, Los Angeles, and Boston, and 8 distribution centers nationwide. With 2023 revenues of $20.4 billion, we are a Fortune 500 company who is committed to providing an inclusive work environment with continuous learning opportunities and development for our teams.

GENERAL PURPOSE

Provides general administrative support to Group Vice Presidents and Vice Presidents as required. Ensure all day-to-day activities are resolved by maintaining ongoing communication, organizing all routine departmental activities and handling special projects as needed.

ESSENTIAL FUNCTIONS

• Perform administrative general office duties of a responsible and confidential nature, executing secretarial support at the highest level with minimal direction. Maintain a variety of complex records and files. Material is of a highly confidential nature. Coordinate use of major conference rooms and maintenance of equipment.
• Act as liaison between department managers and their staff in matters involving the GVPs and VPs, including meetings, documentation, and activities requiring authorized action.
• Take appropriate authorized action in the absence of the GVP and VPs to ensure matters requiring attention are referred to and handled in a manner that minimizes the effect of the absence. Handle projects as assigned and work independently with minimal supervision.
• Coordinate travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and arranging office requirements and facilities at the destination when required.
• Manage the GVP’s calendar, working closely with other executive-level administrators to ensure efficient flow of information.
• Receive and screen communications to the GVP, including telephone calls, calendar invites, and recorded messages. Provide assistance using independent judgment to determine items requiring priority attention. Channel and facilitate communication from customers and associates, and redirect callers to the appropriate department or field representative for resolution or assistance.
• Perform basic customer or competitor research through internet searches, phone calls, and other methods (e.g., store hours), as well as provide project support (e.g., video reviews) on a recurring or as-needed basis in support of GVPs, VPs, and their respective teams.
• Manage the LP Field Equipment Program, coordinating issuance of laptops, phones, and other equipment between field leaders and Corporate IT.
• Coordinate and resolve facility issues as necessary.

COMPETENCIES

• Collaboration
• Leading by Example
• Communicates Effectively
• Ensures Accountability & Execution
• Manages Conflict
• Plans, Aligns & Prioritizes

QUALIFICATIONS & SPECIAL SKILLS REQUIRED

• College-level course work
• Excellent written and oral communication skills, including advanced level of proofreading, editing and grammar skills
• Excellent telephone skills
• Ability to type 60+ words per minute, accurately
• Advanced skills in work processing, presentation, spreadsheet and other software, Microsoft Office, i.e., MS Word, Excel, PowerPoint
• Ability to multi-task and prioritize tasks, with frequent interruptions, without direction
• Ability to use discretion in handling confidential information
• Attention to detail
• Ability to meet deadlinesAbility to work as a key team member with a diverse group of professional staff

PHYSICAL REQUIREMENTS

Job requires ability to work in an office environment, primarily on a computer

Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc

Consistent timeliness and regular attendance

Vision requirements: Ability to see information in print and/or electronically

This role requires regular in-office presence, including to engage in in-person team interaction, meetings and collaboration, client support, and/or feedback

However, this role can perform duties effectively using a combination of in-office and remote work

DISCLAIMER

This job description is a summary of the primary duties and responsibilities of the job and position. It is not intended to be a comprehensive or all-inclusive listing of duties and responsibilities. Contents are subject to change at management's discretion.

Ross is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities and experience. We believe that it is an essential part of the Company's overall commitment to attract, hire and develop a strong, talented and diverse workforce. Ross is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.

The base pay range for this role $27.64 to $44.57. The base pay range is dependent on factors including, but not limited to, experience, skills, qualifications, relevant education, certifications, seniority, and location. The range listed is just one component of the total compensation package for employees. Other rewards vary by position and location.