Executive Assistant

Victoria's Secret; Reynoldsburg, Northern (OH, KY); Hybrid; USD 55,000 - 85,000; Full time

Job summary

Victoria's Secret is seeking an Executive Assistant to provide professional administrative support to the HR leadership team. The role includes managing calendars, travel, and various admin duties while anticipating needs and taking initiative.

Key responsibilities include calendar management, preparing materials, coordinating meetings and events, handling confidential information with discretion, and liaising with HR, finance, and operations to ensure smooth operations.

Qualifications

• Experience supporting senior leaders or HR leadership preferred.
• Excellent organizational and prioritization skills.
• Strong written and verbal communication.

Responsibilities

• Manage leaders' calendars and travel arrangements.
• Prepare PowerPoint decks and materials for meetings.
• Coordinate meetings, logistics, and follow-up actions.
• Handle confidential information with discretion.
• Draft and distribute meeting agendas and materials in advance.
• Respond to requests and anticipate leaders' needs.
• Liaise with HR, finance, and operations as directed.

Job description

Description

Your Role

The Executive Assistant is responsible for providing professional administrative support to ensure the effectiveness of the HR leadership team. This role will manage calendars, travel arrangements, support the HR leaders and team as needed and various general administrative duties. The ability to solve problems, think ahead, and anticipate needs and take initiative is critical.

Your Impact

• Ability to manage highly sensitive and confidential information with discretion
• Manage the leaders’ calendar; identify potential conflicts and make recommendations for resolution
• Proactively manage competing priorities across multiple leaders, ensuring effective use of time and alignment with business priorities.
• Develop a clear understanding of the business meetings (cadence, purpose, attendees)
• Prioritize incoming information and appointments, learn preference for response, in email, text, Teams chat, in person
• Take initiative to respond to requests and support the leader with required and useful information
• Creation of PowerPoint slides and decks, based on direction from leaders
• Develop creative ways to gather the information (Ex. learn how others prefer to respond, email, text, Teams chat, in person)
• Demonstrate adaptability, flexibility, and resourcefulness as changes occur in schedules, plans, documents, or other situations throughout the business day
• Contribute to ongoing improvement of process and support of the team
• Coordinate leadership team meetings, offsites, and special events, including logistics, preparation of materials, and follow-up on action items.
• Schedule and manage travel and transportation
• Complete and verify expense reports
• Coordinate all details of setting up meetings owned by leader (room reservation, table arrangement/set-up, technology support)
• Ensure agenda and meeting information are distributed prior to the meetings owned by leader
• Act as a liaison to other business and enterprise partners as directed by the leader including human resources, finance, and operations.
• Communicate with team members and cross functional teams both internally and externally as appropriate, including communication with other EA partners.

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