Administrative Assistant to Group VP, Corporate IT (NYBO)

GENERAL PURPOSE:

Provides general administrative support to Group Vice President and Senior Director. Ensure all day-to-day activities are resolved by maintaining ongoing communication, organizing all routine departmental activities and handling special projects as needed.

ESSENTIAL FUNCTIONS:
  • Perform administrative general office duties of a responsible and confidential nature, executing, with minimal direction, secretarial support at the highest level. Maintain a variety of complex records and files. Material is of a highly confidential nature. Processes invoices from outside vendors. Coordinate use of major conference room and maintenance of equipment.
  • Act as liaison between department managers and their staff in matters involving the GVP and Senior Director including meetings, documentation, and activities requiring authorized action.
  • Take appropriate authorized action in the absence of the GVP and Senior Director to ensure that matters requiring attention are referred to and handled in a manner to minimize the effect of the absence. Handle projects as assigned, work independently with minimal supervision.
  • Independently compose memos, letters and other correspondence, as needed, for GVP and Senior Director review and signature, prior to issuance to Senior Management.
  • Coordinate travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required.
  • Manage GVP and Senior Director’s calendar working closely with other executive level admins to ensure efficient flow of information.
  • Receive and screen communications to the GVP and Senior Director including telephone calls and e-mail messages, recorded messages and/or provide assistance using independent judgment to determine those requiring priority attention.
  • Coordinates and resolves facility issues as necessary.
COMPETENCIES:
  • Communication
  • Analysis and Judgment
  • Credibility and Trust
  • Results Orientation
  • Planning and Organizing
  • Support
  • Independence
QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:
  • College-level course work
  • Excellent written and oral communication skills, including advanced level of proofreading, editing and grammar skills
  • Excellent telephone skills
  • Ability to type 60 words per minute accurately
  • Advanced skills in word processing, presentation, spreadsheet and other software, Microsoft Office, i.e., MS Word, Excel, PowerPoint
  • Ability to multi-task and prioritize tasks, with frequent interruptions, without direction
  • Ability to use discretion in handling confidential information
  • Attention to detail
  • Ability to meet deadlines
  • Ability to work as a key team member with a diverse group of professional staff
PHYSICAL REQUIREMENTS/ADA:
  • Job requires ability to work in an office environment, primarily on a computer.
  • Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.
  • Consistent timeliness and regular attendance.
  • Vision requirements: Ability to see information in print and/or electronically.
DISCLAIMER
This job description is a summary of the primary duties and responsibilities of the job and position. It is not intended to be a comprehensive or all-inclusive listing of duties and responsibilities. Contents are subject to change at management’s discretion.

Ross is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities and experience. We believe that it is an essential part of the Company’s overall commitment to attract, hire and develop a strong, talented and diverse workforce. Ross is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.
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