Administrative Assistant — Office Ops & Calendar Specialist

Macy's, Inc.; Joppatowne (MD); On-site; USD 40,000 - 54,000; Full time

Benefits offered by this job

Merchandise discounts

Performance-based incentives

Annual merit review

Employee Assistance Program

Job summary

We are seeking a highly organized Administrative Assistant at Macy's, Inc. to provide comprehensive clerical support and manage daily meetings, projects, and communications. The role requires excellent organization, multitasking, and strong written and verbal communication skills.

The position is full-time with hours per week varying by business needs. Benefits include health coverage, PTO, and 401(k) matching.

Qualifications

• 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) and basic accounting familiarity.

Responsibilities

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

Skills

Office management

Multitasking

Communication

Microsoft Office

Tools

Outlook

Job description

We are seeking a highly organized Administrative Assistant at Macy's, Inc. to provide comprehensive clerical support and manage daily meetings, projects, and communications. The role requires excellent organization, multitasking, and strong written and verbal communication skills.

The position is full-time with hours per week varying by business needs. Benefits include health coverage, PTO, and 401(k) matching.