Executive Assistant to President | Travel, Finance & Ops

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

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