Executive Assistant

Vida Shoes International; New York (NY); On-site; USD 70,000 - 85,000; Full time

Job summary

Vida Shoes International, Inc. is seeking an Executive Assistant to support the President with daily personal and business needs, office management, and operations.

The role requires handling confidential information with discretion, coordinating schedules, travel, bookkeeping, and contributing to sales and business development efforts. The ideal candidate will be a proactive problem solver with exceptional communication, meticulous attention to detail, hands-on approach, and flexibility to

Qualifications

• Minimum five years of administrative support experience, with at least 3 years supporting a senior executive.
• Experience in the footwear, fashion, apparel, retail, consumer products, or wholesale industry strongly preferred.
• Understanding of sales processes and experience supporting a sales organization, sales team, or senior sales executive.
• Working knowledge of the footwear industry and wholesale/retail sales environment preferred.
• Experience with QuickBooks for bookkeeping and financial recordkeeping.
• Strong Excel skills and ability to analyze financial data.
• Excellent written and verbal communication skills.
• Experience managing complex scheduling and high-volume emails.
• Flexible team player and discretion with confidential information.

Responsibilities

• Manage the President’s professional and personal high-level complex calendar, including agendas, meetings, conferences, teleconferences, mail, email, calls, client management, and other company logistics
• Coordinate domestic and international travel for both business and personal/family travel itineraries
• Manage and execute personal bookkeeping for the President, including checks, payables/receivables, tax documents, and financial records
• Utilize QuickBooks and other financial systems to assist with bookkeeping, expense tracking, payments, reconciliations, invoices, and financial records
• Oversee and maintain the family foundation charity bank account, check preparation, and Excel tracking
• Manage personal needs and purchases for the President and his family members
• Support the President with sales-related activities and business development, including customer communications, meetings, account follow-ups, reports
• Assist with organizing and maintaining sales information, customer/account data, orders, invoices, reports
• Prepare sales and business reports by collecting, organizing, and analyzing information from Sales, Finance, Operations
• Develop working knowledge of footwear industry terminology, wholesale/retail sales, key accounts, seasonal cycles
• Manage content and outflow of information to senior management and inflow from peers and direct reports
• Manage communication and act as liaison between President, senior management, employees, customers, vendors
• Prepare presentations and data, maintain files and correspondence for meetings
• Assist with customer, sales, and company meetings by preparing agendas and materials
• Perform administrative and office support tasks
• Maintain professionalism and strict confidentiality
• Execute planning of company events, FFANY events and meetings
• Oversee housekeeping team and manage supplies and efficiency
• Maintain office supplies inventory
• Manage ad hoc projects and cross-functional coordination

Skills

Executive support

Calendar management

Communication

Confidentiality

Office software

Travel coordination

Sales support

Budget management

Multitasking

Problem solving

Education

Bachelor's degree

Tools

QuickBooks

Excel

Microsoft Office

Job description

Since 1973, Vida Shoes International, Inc. has been committed to becoming a global leader in the footwear industry. We are dedicated to designing, producing, and marketing quality branded footwear using our expansive worldwide resources. Our wealth of knowledge stems from the diversity of brands and successful products we have designed, produced, and marketed year after year.

We are looking for an Executive Assistant reporting directly to the President. This person will be responsible for supporting the President on all day-to-day personal and business needs while assisting with office management and business operations as needed.

The ideal candidate will be a highly trusted, proactive problem solver with exceptional communication skills and meticulous attention to detail. He/she should have a hands‑on approach, be extremely flexible, possess a keen sense of foresight, and maintain strict confidentiality when handling sensitive personal, financial, sales, and business information.

Compensation

$70,000–$85,000

Key Responsibilities

• Manage the President’s professional and personal high‑level complex calendar, including agendas, meetings, conferences, teleconferences, mail, email, calls, client management, and other company logistics
• Coordinate domestic and international travel for both business and personal/family travel itineraries
• Manage and execute personal bookkeeping for the President, including cutting checks for signature, personal payables and receivables, tax documents, bank documents, investment documents, and other financial records
• Utilize QuickBooks and other financial systems to assist with bookkeeping, expense tracking, payments, reconciliations, invoices, and financial recordkeeping
• Oversee and maintain the family foundation charity bank account, check preparation, and Excel tracking
• Manage personal needs and purchases for the President and his family members
• Support the President with sales‑related activities and business development, including customer communications, sales meetings, account follow‑ups, sales reports, and other activities supporting the company’s sales organization
• Assist with organizing and maintaining sales information, customer/account data, orders, invoices, reports, and other sales‑related documentation
• Prepare sales and business reports as needed by the President by collecting, organizing, and analyzing information from Sales, Finance, Operations, and other departments
• Develop a working knowledge of footwear industry terminology, wholesale/retail sales, key accounts, seasonal selling cycles, product categories, and the overall footwear business to effectively support the President and interact with customers and business partners
• Manage content and outflow of information to senior management as well as inflow of information from peer groups and direct reports
• Manage communication and act as a liaison between the President, senior management, employees, customers, sales representatives, vendors, and other business partners
• Prepare presentations and data, as well as maintain files, records, and correspondence for meetings
• Assist with customer, sales, and company meetings by preparing agendas, presentations, reports, product information, and other materials as needed
• Perform administrative and office support, such as dictation, spreadsheet creation, and maintenance of filing systems and contact databases
• Maintain professionalism and strict confidentiality with all materials and exercise discretion when interfacing with the business and all business partners
• Execute planning of company events, both internally and offsite, including FFANY events and meetings
• Oversee housekeeping team, order supplies for the housekeeping team, and enforce best practices and efficiency
• Maintain office supplies inventory as needed
• Manage ad hoc projects and special assignments on behalf of the President
• Coordinate cross‑functional projects and follow up with internal teams to ensure deadlines and deliverables are met

Qualifications

• Minimum five years of administrative support experience, with at least 3 years supporting a senior executive
• Experience in the footwear, fashion, apparel, retail, consumer products, or wholesale industry strongly preferred
• Understanding of sales processes and experience supporting a sales organization, sales team, or senior sales executive
• Working knowledge of the footwear industry and wholesale/retail sales environment preferred
• Ability to understand and work with sales reports, customer/account information, orders, invoices, and other sales‑related data
• Working knowledge of QuickBooks required; experience with bookkeeping, accounts payable/receivable, expense tracking, reconciliations, and financial recordkeeping preferred
• Strong Excel skills and ability to organize and analyze financial and business information
• Experience and aptitude for working in a fast‑paced, high‑energy environment
• Excellent written and verbal communication skills
• Experience managing complex scheduling and high‑volume emails
• Strong organizational and time management skills
• Flexible team player willing to do what it takes to get the job done, adaptable, and enjoys a challenge
• Ability to handle highly confidential information and maintain strict confidentiality
• Experience overseeing budgets and expenses
• Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
• Bachelor’s degree preferred, but not required

Thank you in advance for your interest in this opening. Vida Shoes International, Inc. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status. At this time, only qualified candidates will be contacted.