Executive Assistant - SVP

Our values start with our people, join a team that values you!

We are the nation’s largest off-price retailer with over 2,000 stores, and a strong track record of success and growth. Our focus has always been bringing our customers a constant stream of high-quality brands and on-trend merchandise at extraordinary savings. All while providing a fun and exciting treasure hunt experience.
As part of our team, you will experience:

  • Success. Our winning team pursues excellence while learning and evolving
  • Career growth. We develop industry leading talent because Ross grows when our people grow
  • Teamwork. We work together to solve the hard problems and find the right solution
  • Our commitment to Diversity, Equity & Inclusion, and our community. We celebrate the backgrounds, identities, and ideas of those who work and shop with us because our differences make us stronger. We strive to be a positive force in our community.

Our Corporate headquarters are in Dublin, CA, we have 3 buying offices in key markets in New York City, Los Angeles, and Boston, and 8 distribution centers nationwide. With 2023 revenues of $20.4 billion, we are a Fortune 500 company who is committed to providing an inclusive work environment with continuous learning opportunities and development for our teams.

GENERAL PURPOSE:
Provides general administrative support to the Senior VP of Human Resources. Ensure all day-to-day activities are resolved by maintaining ongoing communication, organizing all routine departmental activities and handling special projects as needed.

The base pay range for this role is $30.43 - $45.50. The base pay range is dependent on factors including, but not limited to, experience, skills, qualifications, relevant education, certifications, seniority, and location. The range listed is just one component of the total compensation package for employees. Other rewards vary by position and location.

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. Including digital and hard copy files.

• Act as liaison between department managers and their staff in matters involving the SVP including meetings, documentation, and activities requiring authorized action.

• Take appropriate authorized action in the absence of the SVP 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.

• Produce letters, reports, bulletins, memoranda, presentations, speeches, rough drafts, verbal instructions and email, including material of a confidential nature.

• Independently coordinate travel, including ground transportation, hotel accommodations, itinerary planning, meeting coordination, and ensure office requirements and facilities at destination are arranged, if required.

• Manage SVP calendar working closely with other executive level admins to ensure efficient flow of information.

• Manage SVP schedule and calendar; arrange meetings, Teams/conference calls and appointments.

• Manage budget, process invoices, expense reports and assist in budget planning. Receive and screen communications to the SVP and provide assistance using independent judgment to determine what requires priority attention; channel and facilitate communication from customers and associates and redirect callers to appropriate department/field representative for resolution/assistance.

• Collaborate with admin team to ensure appropriate flow of information, meetings, and other activities as needed.

• Responsible for managing and assisting of HR event planning including offsite meetings (facilities, catering, meals, materials, transport, and equipment).

• Coordinates and resolves issues as necessary.

• Manages other duties as assigned.

COMPETENCIES:

• Collaboration

• Plans, Aligns, and Prioritizes

• Communicates Effectively

• Lead by Example

• Manages Conflict

• Ensures Accountability & Execution

QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:

• Two to four years of proven experience working in a high energy, demanding, multi-tasking environment; experience providing administrative and logistical support to an executive; experience with scheduling travel arrangements; financial reimbursements, communicating with senior level internal and external contacts; ability to shift priorities; superior organizational skills;

• Ability to communicate effectively with co-workers, senior level internal and external contacts, and representatives of public and private organizations to exchange and convey information; maintain confidentiality of privileged information obtained in the course of work.

• Organize own work, coordinating projects, setting priorities, meeting deadlines and following up on assignment with minimum direction.

• Knowledge of principles and business letter writing and basic report preparation; grammar, spelling, punctuation, and vocabulary; compose, and independently write correspondence with minimum direction.

• Advanced skills in word processing, presentation, spreadsheet and other software, Microsoft Office, i.e., Visio, Word, Excel, Teams, Outlook and PowerPoint

• Knowledge of standard office administrative practices and procedures, including the use of standard office equipment.

• Understanding of basic mathematical computations. Accounting and record keeping skills with the ability to manage expense reports and work within a budget system such as Arriba

• Strong focus on customer support

• Ability to use discretion in handling confidential information

• Attention to detail and accuracy is critical

• Ability to demonstrate office etiquette

• Ability to work as a key team member with a diverse group of professional staff

PHYSICAL REQUIREMENTS/ADA:
This position requires the ability to work in an office environment, including using a computer, attending meetings, working as part of a team, and the ability to communicate with team members and others. Regular attendance also is a requirement of the position.
Occasional Requirements: Job occasionally requires bending, kneeling, reaching, and lifting up to 10 pounds.
May also require occasional driving and/or traveling overnight for business functions or site visits.
This role requires regular in-office presence, including attending in-person team interaction, meetings and collaboration, client support, mentoring, coaching, and/or feedback. However, this role can perform duties effectively using a combination of in-office and remote work. #LI-Hybrid

SUPERVISORY RESPONSIBILITIES:
None

DISCLAIMER:
This position 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.