Administrative Assistant

Do you have serious skills in administrative support and executive coordination? We’re looking for you! Corra is the global digital agency that fashion, beauty, and lifestyle brands trust to create luxury commerce experiences. Over the past 15 years, we have built a reputation for award-winning design, disciplined execution, and innovative thinking.

 

 

With technical expertise concentrated on the Magento, SAP Commerce Cloud (Hybris), and Shopify Plus platforms, we produce memorable journeys that captivate customers and elevate brands to new heights.

 

 

Winner of multiple Crain’s Best Places to Work Awards, we offer exciting and challenging projects with industry leading companies, competitive health benefits, flexible work arrangements, ongoing career development, company outings and tons of other bonuses.

 

 

We are seeking a highly-motivated and exceptionally organized Administrative Assistant with strong experience in managing and protecting the calendars of multiple senior executives, providing clerical and logistical support for travel and other time commitments, generating reports that help track the operations of a large global organization, distilling and following up on action items and decisions emerging from multiple meetings and sources, and supporting the evolving needs—both daily and long term—of a multi-department executive team. Outstanding scheduling, communications, and spreadsheeting skills are essential. Since the COO works remotely much of the time, the Admin Assistant must be a true self-starter with high integrity and trustworthiness, and a proven ability to communicate effectively via a variety of methods beyond face-to-face interaction.

Responsibilities

  • Executive Support: These functions apply to supporting the COO individually as a first priority, and supporting his executive-level direct reports as time and effort permits

  • Calendar Management

  • Manage complex executive schedules and calendars with many conflicting and competing time demands. Rather than simply penciling people into empty slots, the successful Admin Assistant will serve as the gatekeeper to all those who request meetings—both internal and external—since there will be many more requests than calendars will hold. Further, calendars will need to be constantly reprioritized and adjusted to reflect the fast-moving demands on the department leadership’s time

  • Remind the COO and his team of events on their calendars and ensure that they are prepared in advance with the right documents and information

  • Ensure that anyone seeking meetings with the COO or his team have a clearly defined agenda and have performed all necessary “completed staff work” before booking the time, and book only the time necessary to satisfy the meeting goals. Provide coaching as needed to employees on how to plan and conduct productive executive-level meetings

  • Stand in for COO or team as appropriate at certain meetings, capturing pertinent information for follow up

  • Take, organize, and disseminate meeting notes. Follow up on action items assigned to staff

  • Help keep the COO and Operations leadership on task by both ensuring that they have the necessary heads-down time in their days to complete their individual tasks, and helping them prioritize what those individual tasks should be. Look for inefficiencies and help root out “busy work.” Complete and close out tasks on their behalf as you are able

  • As hiring is an essential function for the department, you will need to coordinate closely with HR to ensure that the leadership team and hiring managers are properly able to support recruiting efforts without being overwhelmed

  • Ensure that the COO and leadership team stay on track with other HR tasks such as performance reviews, quarterly conversations, and bonus decisions

  • Handle sensitive company and employee information with complete discretion

  • Be the COO’s right-hand person, striving to always remain one step ahead of them in thinking, planning & executing at both tactical and strategic levels. In this role, you will be welcome to contribute insights and suggestions to departmental operations and decision making

  • Plan and manage logistics such as scheduling conference rooms and dial-ins, setting up events, and orchestrating catering

  • Prepare all presentations for meetings, working with other individuals and teams as required to gather and vet the necessary data and content, and ensure that all materials conform to Corra’s brand guidelines

  • Help COO achieve non-operational goals such as procuring speaking engagements at industry events, authoring blog posts, and generating thought leadership/thought capital that can be disseminated both internally and externally

  • Arrange and maintain extensive travel plans and itineraries for COO and team. Reconcile and complete expense reports as needed

  • Screen incoming calls to determine the level of priority while using caution in dispensing information. Manage voice mail backlog

  • Screen email, respond or otherwise “close” as many open threads as possible, and identify and prioritize messages requiring a response

  • Work with PMO, Resource Management, Finance, and other departments to gather reports and data to support decision making. Summarize this information as concisely and efficiently as possible for COO and leadership team with next steps and required decisions clearly identified

  • Manage all business and personal errands for COO including travel itineraries, renewals for car registrations or inspections, medical appointments, passport and visa renewals, etc.

Requirements

  • Experience providing administrative support within a software development, digital agency, or systems integrator setting is a plus

  • Proven ability to support a multi-department management team

  • Minimum of one to two years of admin support at the executive level

  • Outstanding skills with spreadsheets

  • Outstanding skills with all standard office software

  • Proficiency building PowerPoint presentations and other communications materials suitable for external, senior-level audiences

  • Demonstrated ability to maintain composure and effectiveness in a fast-paced environment

  • Exceptional organizational and multitasking abilities

  • Stellar time management skills with a keen eye for prioritization