The Coordinator will provide support to the Vice President, Global Retail Excellence. Responsibilities include administrative support, planning and coordinating meetings, conferences and business travel along with other general office responsibilities such as expense reporting and supplies.

Location: This position is in-person five days per week at our Corporate Headquarters in New York, NY.

Key Accountabilities: 

Communication & Coordination

• Calendar - Schedule meetings and ensures that all preparations are made prior to the meeting time. Book conference rooms, arrange dialing instructions, register visitors, order food (if necessary) and have all materials printed and ready for all participating parties – particular focus for senior level steering committee meetings.
• Event Planning – Assist in logistical preparation of conferences and meetings including selecting the site, finalizing contracts, coordinating the catering, and conference room. Assist in conference material preparation.
• Travel - Book and prepare comprehensive travel arrangements (for complicated international and domestic itineraries) as needed (flights, hotels, car rentals, reservations, etc.).
• Presentations - Create and compile detailed Excel and PowerPoint documents for leadership and general internal and external meetings.
• Contract and PO management – partner with procurement, leadership to help the coordination of contracts and POs.
• Provide proactive support for ad hoc project and deadlines.
• First-line contact for the VP ensuring that all queries are dealt with discretely and professionally, coordinating meetings, conference calls, etc.
• Provide professional and confidential representation.
• Expertly manage a dynamic schedule, maintain overview and prioritize critical projects and deadlines, and coordinate with team to ensure optimal workflow and timely completion of tasks.
• Manage communications within the team and with Retail Excellence partners in the zones, screen and filter communication for the VP
• Project management support: Assisting with project tracking, deadline management, and communication with stakeholders.
• Budget tracking : Track monthly team budget and compliance with annual budget plan

Departmental Support

• Initiate and maintain departmental filing, photocopying, ordering supplies.
• Special projects as assigned.
• Track departmental vacation schedules, time off and coordinate all time-sheets.
• Once a year, support the organization of Retail Excellence meetings with regional teams
• PO management : Support team with creation and coordination of POs as well as processing invoices

Fiscal Management 

• Preparing accurate Expense Reports through ExpenseVisor
• Reconciling and processing invoices for key projects

The hiring range for this position ranges from $30.43 - $41.17/hour. The rate of pay offered will be dependent upon candidates’ relevant skills and experience.

Required Qualifications:

• 5+ years Assistant experience
• Excellent verbal and written communication skills and ability to work independently with minimal supervision as well as part of a team
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook
• Excellent organizational skills and attention to detail
• Enjoys working with and supporting others
• Highly organized, self-starter, strong initiative
• Ability to work on multiple projects and prioritize workload
• Resilient, diplomatic, discreet, confidential and trustworthy.
• Maturity and discretion to handle confidential matters.
• Team player and proactive personality.
• Proficiency in technology (Microsoft Office, Online meeting tools, conference room setups)
• Proactively problem-solving abilities (anticipating needs, taking initiative, and finding solutions to challenges independently)

Preferred Qualifications:

• In-store experience in luxury retail