Urban Outfitters Executive Assistant

Urban Outfitters

  • Philadelphia, PA
  • Permanent
  • Full-time
  • 18 days ago
Role Summary:Urban Outfitters is looking for an Executive Assistant who is adept at managing complex calendars, booking travel arrangements, and organizing communication while maintaining firm boundaries, allowing the executive to focus on strategic initiatives and decision-making. By exercising discretion and maintaining firm boundaries, the Executive Assistant helps protect the executives' time and confidentiality, contributing to the overall productivity and success of the organization. Role Responsibilities:
  • Calendar Management: Optimize executive schedules to build in time for team and business priorities- while providing time for deep work and meals. Coordinate and manage the executives' schedules, including arranging meetings, appointments, and events. Proactively maintain reoccurring meetings. Ensure all commitments are accurately recorded and updated.
  • Meal & Travel Arrangements: Plan itineraries and book travel for the executives, including flights, accommodation, and transportation. Handle any changes or cancellations promptly and efficiently. Coordinate and provide meals for the executives as required while on campus, ensuring dietary preferences and schedules are accommodated.
  • Expenses: Manage and process expense reports for the executives, ensuring accuracy and timely submission.
  • Communication: Serve as the primary point of contact between the executives and internal/external stakeholders. Facilitate effective communication within the team and across departments with respect and professionalism. Address inquiries and resolve issues in a timely and professional manner. Screen and prioritize emails, phone calls, and other correspondence.
  • Discretion and Confidentiality: Handle sensitive information with discretion and confidentiality. Ensure that all communications and actions reflect the highest standards of professionalism.
  • Boundary Management: Exercise firm boundaries to protect the executives' time and focus. Manage requests and interruptions effectively, ensuring that priorities are maintained.
  • Administrative Support: Provide general administrative support, including note taking, preparing documents, reports, presentations, and meeting materials. Assist with special projects as needed.
  • Problem-Solving: Anticipate and address potential issues proactively. Provide solutions and support to ensure smooth operations.
  • Relationship Building: Foster positive relationships with internal and external contacts. Represent the executives and the company with professionalism and integrity.
Role Qualifications:
  • Minimum of 5 years of experience as an Executive Assistant or in a similar role supporting high-profile executives.
  • Uses good judgement and discretion. Does not inadvertantly share confidential information.
  • Avoids discussing confidential matters in public or with unauthorized individuals.
  • Uses secure methods to store, transmit, and dispose of sensitive documents and data.
  • Builds and maintains trust with executives and stakeholders by consistently demonstrating integrity.
  • Exceptional organizational and time management skills.
  • Strong written and verbal communication skills. Communicates positively, professionally, and proactively.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Ability to work effectively with others and contribute to a positive team environment.
  • Adaptability to changing priorities and the ability to manage multiple tasks simultaneously.
  • Strong analytical skills and the ability to address issues proactively.
  • High level of accuracy and thoroughness in work.
  • Ability to work independently and as part of a team.
The Perks:URBN offers comprehensive Perks & Benefits to employees. Availability and eligibility to specific benefits may be subject to your location and employment status. Benefits include medical, dental, vision, PTO, generous employee discounts, retirement savings and much more! For additional information visit EEO Statement:URBN celebrates diversity and is committed to creating an inclusive environment for all employees. We are proud to provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, sex (including gender, pregnancy, sexual orientation, and gender identity or expression), religion, creed, age, physical or mental disability, national origin or ancestry, ethnicity, citizenship, service in the uniformed services, genetic information, or any other protected characteristic as established by law. We believe strongly in fostering a safe, fair and respectful work environment. To ensure compliance with our non-discrimination and anti-harassment policies, we offer anti-harassment training to managers and employees.

Urban Outfitters