Executive Assistant, Administrative Supervisor

REI Kent , WA 98031

Posted 7 months ago

Posted Date: Apr-12-2019

Job ID: 14034

Job Type: Full Time

Job Function: Marketing

City: Kent

State: Washington

Store: REI Headquarters is moving to Bellevue, Spring 2020!

What's cool about this job

At REI, we believe that a life outdoors is a life well lived. When you choose to work at REI, you're taking a unique path. If you want to leverage your expertise and enthusiasm to contribute to helping get people outdoors and giving back to the outdoor community, there's no better place to be. As our Executive Assistant & Administrative Supervisor for the Marketing team at REI, you will work in partnership with the GM/DVP of Brand Lab & Creative Shared Services by providing highly complex administrative assistance, and directly supervise a team of administrative professionals within the marketing & creative departments. You'll oversee all aspects of administrative activities, projects and establish policies and procedures which ensure an effective and efficient use of the department's administrative resources. Your talents- time management, organization, project management, team development and more will help to achieve our business goals and larger social missions.

Administrative Supervisor Responsibilities

  • Supervises five to seven Sr. Administrative Assistants who support Marketing DVPs and Directors, including hiring, coaching, conducting performance reviews, setting performance goals and overseeing training and development of administrative team

  • Identifies and communicates key responsibilities and practices to ensure the organization promotes a successful attitude, confidence in leadership, and teamwork to achieve business results

  • Ensures employees adhere to legal and operational compliance requirements and follow IT asset and configuration management processes

  • Establishes and maintains visibility within the department and fosters open communication and collaborative problem solving

  • Project manages all office space changes in partnership with the Corporate Services team and Sr. Admins for multiple buildings

  • Partners with Marketing Leadership's EA to manage departmental events including First Thursdays!, all-hands meetings, annual summer and holiday parties, and more

  • Partners with HR and Marketing Directors to create and maintain business operations staffing plans. Ensures the team is properly trained and staffed to handle the projected workload

  • Manages employee and contractor onboarding and headcount processes with Finance, and ensures IT departmental organization charts are up to date

Executive Assistance and Support Responsibilities

  • Provides administrative support of a highly complex and responsible nature to the Divisional Vice President

  • Schedules meetings, arranges appointments and manages executive's calendar. Manages requests for executive's time and assesses shifting priorities

  • Maintains a high level of service even when directing inquiries away from the executive to help better manage their calendar and activities

  • Acts as an extension of the executive in the operation of the daily affairs of the executive's business

  • Responds to internal and external company contacts regarding the executive, the company's operations, and its financial results as if they were acting in the stead of the executive

  • Provides management with accurate, timely and relevant information about the status of tasks, projects and other activities within the team

  • Liaise with Procurement, Finance, HR, Corporate Services, Asset Protection and Legal

  • Prepares and researches presentations, emails, announcements, other correspondence and reflects executive's style and professionalism when doing so

  • Carries out assignments relating to civic or committee activities of the executive. May at times assist with personal activities as well

  • Coordinates and reconciles travel, itineraries, meeting space and meeting materials

  • Answers telephone calls, email requests and written correspondence

Bring your passion and expertise

  • 5+ years administrative support experience

  • 2+ years leadership and supervision of direct reports

  • Experience in event planning for large and small groups

  • Excellent communication skills, including the ability to use diplomacy in all forms of communication

  • Ability to draft, proofread and edit documents for spelling, grammar and punctuation

  • Ability to complete projects while maintaining flexibility with changing priorities

  • Experience developing and maintaining an annual expense budget

  • Experience managing complex travel arrangements

  • Demonstrated ability to maintain confidentiality and exercise discretion

  • Bachelor's degree in related field preferred, equivalent work experience considered

  • Expert level in the use of the full Microsoft Office suite, including Word, Excel, PowerPoint and Outlook

  • Builds capacity of individuals and teams through effective employee development, involvement, communication and supervision efforts

  • Creates a strong mutually supportive work spirit and culture where people can do their best

  • Establishes trust and inspires other

  • Makes effective organization and people decisions in a manner consistent with REI's values and ethics

  • Delivers on commitments and hold others to same

  • Champions the organization and advocates solutions in the overall company's best interest

  • Uses business knowledge, innovative thinking, and sound judgment in the solution of problems or the pursuit of business opportunities

  • Consolidates information from various sources including feedback from others to reach sound decisions

  • Considers the ultimate impact of decisions and actions on internal and external customers

  • Fosters change in company direction

  • Effectively plans and executes changes

At REI we offer an enviable work environment that has been recognized on the "100 Best Companies to Work For" list since the award's inception 22 years in a row! Sure, we work hard, but it's balanced with time off to playa strategy that works for us as we continue to grow and thrive. Want to enjoy a workplace where you can be yourself, be heard and be respected while having a job that challenges you? This is the place.

With more than 150 retail locations (and growing), REI offers unique competitive benefits to its more than 13,000 employees, including healthcare, gear and apparel discounts, free equipment rentals and challenge grants to help employees reach personal outdoor goals, generous retirement plan contributions, public transit subsidy, adoptions assistance, paid sabbaticals, and more.

REI is an Equal Opportunity Employer


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Your talents-time management, organization, proactive nature, and more-will help to achieve our business goals and larger social missions. * Provides administrative support of a highly complex and responsible nature to the VP of Marketing * Acts as an extension of the executive in the operation of the daily affairs of the executive's business * Responds to internal and external company contacts regarding the executive and the company's operations as if they were acting in the stead of the executive * Reflects the executive's style and company culture when carrying out activities * Schedules meetings, arrange appointments and manages executive's calendar. Manages requests for an executive's time and attention to internal and external issues while ensuring executive schedules are met while key issues and matters are effectively addressed * Maintains a high level of service even when directing inquiries away from the executive to help better manage their calendar and activities * Prepares and researches presentations, emails, announcements, and other and correspondence and reflects executive's style and professionalism when doing so * Carries out assignments relating to civic or committee activities of the executive. May at times assist with personal activities as well * Coordinates travel, itineraries, meeting space and meeting materials * Answers telephone calls, email requests, and written correspondence * Reconciles and submits expense reports Bring your passion and expertise * 5+ years of administrative and clerical support experience, including previous experience supporting corporate managers and/or executives * Expert level in the use of the full Microsoft Office suite, including Word, Excel, PowerPoint and Outlook * Ability to draft, proofread and edit documents for spelling, grammar, and punctuation * Experience managing an executive's calendar and making complex travel arrangements * Ability to complete projects while maintaining flexibility with changing priorities * Demonstrated ability to maintain confidentiality and exercise discretion * Champions the organization and advocates solutions in the overall company's best interest * Uses business knowledge, innovative thinking, and sound judgment in the solution of problems or the pursuit of business opportunities * Works smart by setting effective work goals, establishing priorities, and planning well in order to produce quality work * Executes effectively by using resources efficiently, meeting deadlines, and keeping others informed of work plans and progress toward goals * Clearly conveys and accurately receives information by a variety of methods and in various situations * Builds rapport with all kinds of people inside and outside the organization * Acts upon opportunities and involves and influences others in the accomplishment of worthwhile organizational goals * Experience in event planning for large and small groups * Excellent communication skills, including the ability to use diplomacy in all forms of communication At REI we offer an enviable work environment that has been recognized on the "100 Best Companies to Work For" list since the award's inception – 22 years in a row! Sure, we work hard, but it's balanced with time off to play—a strategy that works for us as we continue to grow and thrive. Want to enjoy a workplace where you can be yourself, be heard and be respected while having a job that challenges you? This is the place. With more than 150 retail locations (and growing), REI offers unique competitive benefits to its more than 13,000 employees, including healthcare, gear and apparel discounts, free equipment rentals and challenge grants to help employees reach personal outdoor goals, generous retirement plan contributions, public transit subsidy, adoptions assistance, paid sabbaticals, and more. REI is an Equal Opportunity Employer REI Kent WA

Executive Assistant, Administrative Supervisor

REI