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Executive Assistant

Tommy John is a disruptive apparel brand. Our online direct-to-consumer e-commerce business is exploding. We were on Business Insider’s list of “Top 51 Companies That Are Changing the Way We Shop” and are certified as a Great to Work for 2016-2017. We are constantly on a mission to add smart, innovative and fun loving team members, and are looking for an Executive Assistant to come join our New York based headquarters.

We are seeking an impressive, organized and motivated Executive Assistant to join the team. This person will be responsible for supporting the CEO/ Founder in all daily functions to ensure things run smoothly, and also handle calendar management for the COO and CMO.

 

Responsibilities:

  • Proactively manage both professional and personal calendar for CEO (all meetings, scheduling, travel, dinners, errands as needed)
  • Anticipate CEO’s needs during and throughout the work day. This includes understanding what meetings will require your presence, what follow up notes will be most useful, what meetings details will be most helpful in advance, what changes of plans can affect daily meeting scheduling, how much time will take to get one place to the next, getting CEO from meetings to ensure we are running on time, etc.
  • Manage meeting logistics including booking and prepping rooms, creating and preparing necessary materials, organizing catering, providing conference call details, taking detailed notes, and welcoming external guests
  • Manage and submit monthly expense reports
  • Coordinate international and domestic travel logistics including flight itineraries, hotel rates and reservations, car services, and international phone plans in accordance with personal travel preferences 
  • Placing and picking up lunch orders, arranging deliveries, and organizing and shipping gift bags and samples.
  • Partner with the Office Coordinator to make sure conference rooms are clean and in good condition for meetings, make sure snacks and food is always plentiful and properly arranged
  • Professionally handle communication including email, phone, and in person.
  • Proactively update files, executive contact lists, and conduct research for meetings, locations, or any other needs.
  • Display the utmost confidentiality and professionalism in day to day handlings.
  • Manage the calendar and scheduling of meetings for the COO and CMO

 

Requirements:

  • 2+ years of Executive Assistant experience- know you like it, and only want to improve and grow in the area.
  • Bachelor degree or experience equivalent
  • Multi-tasker who doesn’t get tripped up; history of successfully managing multiple tasks while meeting challenging deadlines
  • Notorious manager of time; stays cool and approachable even under stress
  • Positive with a “I’m here to help” attitude that is consistent running errands, picking up lunch, or having to sit in a Board meeting taking notes
  • Highly organized and solutions-driven; ability to see the big picture and pay attention to detail
  • Excellent verbal and written communication skills; ability to interact and communicate with all levels of staff and management
  • Proficiency in MS Office (MS Excel and MX PowerPoint, in particular)

 

Some awesome parts of working at Tommy John:

  • Benefits - Health, Vision/Dental
  • Medical covered 100% for employees
  • Tommy John Employee Discount
  • Culture Calendar events
  • Discounted Gym Membership
  • Flexibility
  • Tons of Snacks
  • Countless Happy Hours
  • Great work environment

But, don't just take our word for it. Check out #WorkAtTommyJohn on Instagram for a behind the scenes look!

 

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