Executive Staff Assistant

AEO; New York (NY); Hybrid; USD 65,000 - 85,000; Full time

Benefits offered by this job

Health care benefits including medical, vision, and dental

401(k) retirement benefits

Paid Time Off and sick leave

Discretionary bonuses

Job summary

AEO is seeking an Executive Staff Assistant in New York, NY to provide administrative support to the Senior Leadership team. You will manage scheduling, coordinate travel, and prepare important documents while ensuring clear communication across teams.

Qualified candidates should have a degree and at least 5 years of experience in a similar role, including managing international travel. Strong organizational and communication skills are essential. The position requires in-person collaboration and may offer remote work flexibility.

Qualifications

• 5+ years experience supporting Executive Leadership preferred.
• Experience booking international travel schedules and visa applications.
• Self-motivated with critical attention to detail.

Responsibilities

• Manage executive calendars and scheduling across time zones.
• Coordinate domestic and international travel arrangements.
• Prepare presentations and communications for business partners.

Skills

Analytical skills

Organizational skills

Interpersonal skills

Problem-solving skills

Written communication skills

Verbal communication skills

Education

Associate or Bachelor's degree

Tools

Google Workspace

Concur

Ariba

Job description

POSITION TITLE: Executive Staff Assistant

POSITION SUMMARY: Provide administrative support to Senior Leadership team members, their direct reports, and total team.

RESPONSIBILITIES:

CALENDAR MANAGEMENT:

• Manage scheduling and coordination of meetings, team meetings, and individual meetings across all time zones for Executives with a clear sense of urgency and accuracy
• Take ownership for ensuring prioritization is clear and executed against
• Attend weekly Direct Report Meeting; prepare agenda items and support any follow up actions necessary for the group

TRAVEL & EXPENSES:

• Reconcile and approve invoices and all expenses in a timely manner meeting expense deadlines
• Coordinate domestic and international travel arrangements; prepare detailed travel itineraries inclusive of flights, visas, hotels, meeting agendas, etc.
• Take ownership for ensuring travel & expense challenges are addressed and acted on in a timely manner

COMMUNICATION & DOCUMENTATION:

• Prepare requested presentations and other forms of communication to internal and external Business Partners
• Update confidential reports/materials as directed & create/prepare materials for key meetings
• Handle proprietary and non-routine information with confidentiality
• Understand and execute against priorities, where not clear seek to understand
• Build and maintain positive relationships with leadership, peers, and associates

PRIORITIZATION & TIME MANAGEMENT:

• Ability to work in a fast-paced and deadline-oriented environment
• Ability to juggle multiple executives’ schedules and deliverables
• Able to prioritize tasks/requests in order to meet deadlines with critical attention to detail
• Proactively communicate with team to ensure they are aware of timelines and conflicting priorities
• Flexibility to work outside of U.S. time zones is sometimes required due to leader’s travel schedule or international partners

GENERAL RESPONSIBILITIES:

• Answer and screen all incoming calls and emails, and handle appropriately
• Manage Timekeeping in Kronos & PTO calendar for hourly associates on team
• Provide general support for salary associates on time keeping as well
• Support senior leaders with administrative tasks, such as but not limited to: IT tickets, new hire set ups, meeting room bookings, etc.
• Order necessary supplies/samples for department
• Other projects and responsibilities as assigned
• Flexible hours to stay as needed. Ability to work with ease and efficiency in high activity work environments
• In person/in-office collaboration is required, the frequency of such in-person/in-office collaboration (e.g., portion of week, entire week) is dictated by business needs
• Able to work in a hybrid environment, meaning that some work may be performed remotely but certain essential functions must be performed in-person/in-office based on the needs of the business.

QUALIFICATIONS

• Associate’s or Bachelor’s degree or commensurate experience required
• 5+ years previous experience supporting Executive Leadership in a high touch capacity preferred
• Experience booking & managing extensive international travel schedules as well as visa applications
• Experience with Concur & Ariba preferred or similar expense systems
• Strong analytical, prioritizing, organizational, interpersonal, and problem-solving skills
• Strong verbal and written communication skills
• Proven ability to work in a multicultural environment
• Demonstrated collaborative skills and ability to work well within a team
• Ability to work in a fast-paced and deadline oriented environment
• Self-motivated with critical attention to detail, deadlines and reporting
• High degree of proficiency Google Workspace & Internet applications

PAY/BENEFITS INFORMATION

• Actual starting pay is determined by various factors, including but not limited to relevant experience and location.
• Subject to eligibility requirements, associates may receive health care benefits (including medical, vision, and dental); wellness benefits; 401(k) retirement benefits; life and disability insurance; employee stock purchase program; paid time off; paid sick leave; and parental leave and benefits.
• Paid Time Off, paid sick leave, and holiday pay vary by job level and type, job location, employment classification (part-time or full-time / exempt or non-exempt), and years of service. For additional information, please click HERE.
• AEO may also provide discretionary bonuses and other incentives at its discretion.