Coordinator, Brand Operations

Victoria's Secret; New York, Northern (NY, KY); On-site; USD 52,000 - 70,000; Full time

Job summary

Victoria's Secret in New York seeks an Administrative Support professional to help run day-to-day operations across leadership and office functions. You will maintain contact lists, manage calendars, and prepare meeting materials to support cross-functional teams.

This role requires proactive organization, meticulous attention to detail, and collaboration with Brand Ops and EAs to ensure meetings, space, and resources are ready and accessible.

Qualifications

• Experience in calendar and meeting scheduling for leaders.
• Proficient in Outlook for meeting planners and charters.
• Strong note-taking and follow-up to ensure action items are completed.

Responsibilities

• Maintain the master contact list with associates, role changes, meeting planners, and email distribution lists.
• Review leadership calendars to identify scheduling conflicts and coordinate with Brand Operations to resolve overlaps.
• Publish and maintain brand meeting planners in Outlook based on schedules.
• Maintain PDP meeting charters and coordinate with cross-functional teams to reflect the operating model.
• Manage the brand dashboard to keep milestone docs and resources current.
• Capture meeting notes, document decisions, and follow up on actions.
• Coordinate leadership meeting availability and logistics with EAs.
• Manage receipt, tracking, and distribution of product samples between NY and Columbus offices.
• Coordinate whitespace schedule to support milestones and cross-functional priorities.
• Submit facilities requests and coordinate room setup for milestone meetings.
• Prepare conference rooms and spaces with tech and materials and handle post-meeting cleanup.
• Support the Design Closet for accessibility and inventory.

Skills

Calendar management

Meeting coordination

Administrative support

Job description

Description

Your Impact:

Administrative Support:

• Maintain the master contact list by updating new associates, role changes, meeting planners, and email distribution lists.




• Proactively review leadership calendars to identify scheduling conflicts and partner with the Brand Operations team to resolve overlaps.




• Publish and maintain brand meeting planners in Outlook based on Business Now, Milestone Meeting schedules, and PDP calendars.




• Maintain current PDP meeting charters and partner with cross-functional operations teams to ensure they accurately reflect the end-to-end operating model.




• Manage the brand dashboard to ensure milestone documentation, meeting materials, and related resources are current and easily accessible.




• Capture meeting notes, document key decisions and action items, and follow up to ensure timely completion.




• Partner closely with Executive Assistants (EAs) to coordinate leadership meeting availability, scheduling, and logistics

Office Support:

• Manage the receipt, tracking, and distribution of product samples between the New York and Columbus offices.




• Coordinate and maintain the whitespace schedule to support overlapping milestones and cross-functional team priorities.




• Submit facilities requests and coordinate room setup needs to support milestone meetings.




• Prepare conference rooms and whitespace areas for meetings, ensuring technology, product samples, store fixtures, and meeting materials are set up and ready, as well as coordinating post-meeting breakdown.




• Partner with the Brand Ops and Design to help maintain an organize efficient workspaces.




• Photograph meeting and milestone setups and compile images into presentation decks for documentation and future reference.




• Support the organization and ongoing maintenance of the Design Closet to improve accessibility, inventory management, and workspace efficiency.