Wholesale Executive Assistant

THE ALLSAINTS TEAM

At AllSaints we are in the business of feelings - making our customers feel cool and confident. If, like us, you believe in the power of a great outfit, we'd love to talk to you.

We're a global brand made up of a very diverse mix of talented people in a huge variety of roles. Our products are designed in house and made by a small number of suppliers and artisans around the world to sustainable standards.

We are a brand embarking on a very exciting plan and we are seeking new members of the team who want to contribute to this.

THE ROLE

The Executive Assistant/Office Manager provides high-level administrative support for the President of Wholesale to ensure they can efficiently accomplish key tasks and company initiatives. The EA keeps the executive’s communications, responsibilities, tasks, schedules, commitments organized so that they can easily access and prioritize the most important items to be reviewed/worked on without the executive having to sort through low-priority items. They seamlessly manage the executive’s calendar, including scheduling meetings, confirming appointments, writing itineraries, and coordinating transportation, while avoiding any conflicting arrangements. This role is also responsible for the smooth operation of the LA Studios office. Their role is crucial for creating a collaborative and productive work environment.

WHAT WILL I BE DOING?

• Coordinate meetings, manage schedules, make appointments, arrange travel, screen, and delegate incoming calls, and provide other general assistance as required
• Prioritize and flex to the needs of the customer, and maintain a high-level of service standard in all client interactions
• Responsible for maintaining and distributing meeting notes to attendees, with a focus on the follow-up action items
• Perform potentially confidential and complex administrative duties including putting together communications, memos, letters, creating/updating spreadsheets, and compiling presentations
• Book travel and transportation to meet the planned agenda, to include the executive’s preferred arrangements
• Reconcile executive’s expenses, in adherence to company policy
• Act as a brand ambassador and build relationships with key contacts and partners in the Wholesale, Franchise, License, and Digi-Con divisions
• Assist in showroom and office setup for Market weeks, to include coordinating meals and managing meetings
• Active Participation in sales meetings and strategy sessions during Market
• Prioritize and anticipate the needs of the executive and visiting clients by providing first-class customer service (i.e. providing coffee, ordering meals, etc.)
• Maintain excellent relationships with our Global Executive team, inclusive of LA and East London studios.
• Keep contracts and budget worksheets organized and available, including meeting decks, sales recaps, license partner contracts, and royalty reports
• Support in managing executive’s email, including but not limited to: organizing, drafting, filing, editing, and sending inbound and/or outgoing emails.
• Demonstrates basic familiarity with different wholesale channels, strategies, tools, trends and overall best practices.

Office Support:

• Collaborate with the Wholesale and People & Culture department regarding company initiatives, team engagement, and calendaring for key dates, holidays, and special office events.
• Act as the primary point of contact and distributor for office communications to various departments, while maintaining a positive and professional demeanor.
• Provide project management support and maintain momentum on high-priority projects within both the Wholesale department and LA Studios office, including, but not limited to, resource planning, supporting the onboarding of business leaders reporting to the executives in the NA office, support event planning for team events, and strategy development for efficiencies among teams
• Regularly assess the workspace for issues and ensure these are addressed with IT or maintenance as needed
• Take responsibility for screening incoming mail and directing to correct internal parties, and liaising with post office and couriers for outgoing mail as required
• Upkeep inventory of office snacks and supplies, while managing allocated budget
• Coordinate scheduling for office maintenance services and vendors
• All other duties assigned

WHAT SKILLS WILL I NEED

• Ability to participate in developing project scope, managing project schedules, and an instinct for collaboration, partnership, and building relationships with key stakeholders
• Initiate in resolving problems as an independent worker
• Self-started and self-motivated, and driven to deliver results
• Demonstrate keen attention to detail, adaptability to shifting schedules, and a commitment to efficiency and accuracy.
• Strong business acumen, understand how to support key business principles, strategies, and operations that drive success
• Proficient in organizational skills (Calendar updates, meetings invites, cancellations, etc)
• Excellent verbal and written communication
• Works at pace, takes ownership of assigned tasks
• Proven experience in a fast-paced environment
• Proven ability to handle confidential and sensitive information with discretion and integrity

EXPERIENCE

• 2+ years of experience in an administrative role
• Experience supporting a high-level executive in a fast-paced environment
• Experience with Microsoft Suite Products, Google, G Suite, and gmail as a professional e-mail service, and other relevant project management softwares
• Ability to travel based on business needs
• Ability to work effectively across global time zones

ABOUT THE LOCATION

Our North America region is made up of 71 retail locations across the U.S. and Canada, with our flagship store in New York City. We are primarily based out of our Los Angeles studios, bringing our brand’s iconic aesthetic to West Hollywood, CA.

WHAT WE STAND FOR

The Customer is the Boss We work as one proud team to get the best for our customers

One Team We are joined up and encourage others to share their ideas

We Do What We Say We Will We know our goals, and we work with clear outcomes in mind

We Are Responsible We are self aware, understand the impact we have on others and are positive about the future