Executive Assistant, Administrative Supervisor

Posted Date: Apr-12-2019

Job ID: 14034

Job Type: Full Time

Job Function: Marketing

City: Kent

State: Washington

Store: REI Headquarters is moving to Bellevue, Spring 2020!


What's cool about this job

At REI, we believe that a life outdoors is a life well lived. When you choose to work at REI, you’re taking a unique path. If you want to leverage your expertise and enthusiasm to contribute to helping get people outdoors and giving back to the outdoor community, there’s no better place to be. As our Executive Assistant & Administrative Supervisor for the Marketing team at REI, you will work in partnership with the GM/DVP of Brand Lab & Creative Shared Services by providing highly complex administrative assistance, and directly supervise a team of administrative professionals within the marketing & creative departments. You’ll oversee all aspects of administrative activities, projects and establish policies and procedures which ensure an effective and efficient use of the department’s administrative resources. Your talents- time management, organization, project management, team development and more – will help to achieve our business goals and larger social missions.

Administrative Supervisor Responsibilities
 
  • Supervises five to seven Sr. Administrative Assistants who support Marketing DVPs and Directors, including hiring, coaching, conducting performance reviews, setting performance goals and overseeing training and development of administrative team
  • Identifies and communicates key responsibilities and practices to ensure the organization promotes a successful attitude, confidence in leadership, and teamwork to achieve business results
  • Ensures employees adhere to legal and operational compliance requirements and follow IT asset and configuration management processes
  • Establishes and maintains visibility within the department and fosters open communication and collaborative problem solving
  • Project manages all office space changes in partnership with the Corporate Services team and Sr. Admins for multiple buildings
  • Partners with Marketing Leadership’s EA to manage departmental events including First Thursdays!, all-hands meetings, annual summer and holiday parties, and more
  • Partners with HR and Marketing Directors to create and maintain business operations staffing plans.  Ensures the team is properly trained and staffed to handle the projected workload
  • Manages employee and contractor onboarding and headcount processes with Finance, and ensures IT departmental organization charts are up to date

Executive Assistance and Support Responsibilities 

  • Provides administrative support of a highly complex and responsible nature to the Divisional Vice President
  • Schedules meetings, arranges appointments and manages executive’s calendar. Manages requests for executive’s time and assesses shifting priorities
  • Maintains a high level of service even when directing inquiries away from the executive to help better manage their calendar and activities
  • Acts as an extension of the executive in the operation of the daily affairs of the executive’s business
  • Responds to internal and external company contacts regarding the executive, the company’s operations, and its financial results as if they were acting in the stead of the executive
  • Provides management with accurate, timely and relevant information about the status of tasks, projects and other activities within the team
  • Liaise with Procurement, Finance, HR, Corporate Services, Asset Protection and Legal
  • Prepares and researches presentations, emails, announcements, other correspondence and reflects executive’s style and professionalism when doing so
  • Carries out assignments relating to civic or committee activities of the executive. May at times assist with personal activities as well
  • Coordinates and reconciles travel, itineraries, meeting space and meeting materials
  • Answers telephone calls, email requests and written correspondence 

Bring your passion and expertise

  • 5+ years administrative support experience
  • 2+ years leadership and supervision of direct reports
  • Experience in event planning for large and small groups
  • Excellent communication skills, including the ability to use diplomacy in all forms of communication
  • Ability to draft, proofread and edit documents for spelling, grammar and punctuation
  • Ability to complete projects while maintaining flexibility with changing priorities 
  • Experience developing and maintaining an annual expense budget
  • Experience managing complex travel arrangements
  • Demonstrated ability to maintain confidentiality and exercise discretion
  • Bachelor’s degree in related field preferred, equivalent work experience considered
  • Expert level in the use of the full Microsoft Office suite, including Word, Excel, PowerPoint and Outlook
  • Builds capacity of individuals and teams through effective employee development, involvement, communication and supervision efforts
  • Creates a strong mutually supportive work spirit and culture where people can do their best
  • Establishes trust and inspires other
  • Makes effective organization and people decisions in a manner consistent with REI's values and ethics
  • Delivers on commitments and hold others to same
  • Champions the organization and advocates solutions in the overall company's best interest
  • Uses business knowledge, innovative thinking, and sound judgment in the solution of problems or the pursuit of business opportunities
  • Consolidates information from various sources including feedback from others to reach sound decisions
  • Considers the ultimate impact of decisions and actions on internal and external customers
  • Fosters change in company direction
  • Effectively plans and executes changes

At REI we offer an enviable work environment that has been recognized on the "100 Best Companies to Work For" list since the award's inception – 22 years in a row! Sure, we work hard, but it’s balanced with time off to play—a strategy that works for us as we continue to grow and thrive. Want to enjoy a workplace where you can be yourself, be heard and be respected while having a job that challenges you? This is the place.

With more than 150 retail locations (and growing), REI offers unique competitive benefits to its more than 13,000 employees, including healthcare, gear and apparel discounts, free equipment rentals and challenge grants to help employees reach personal outdoor goals, generous retirement plan contributions, public transit subsidy, adoptions assistance, paid sabbaticals, and more.

REI is an Equal Opportunity Employer

NEW YORK CORRECTION LAW
ARTICLE 23-A, Section 753
LICENSURE AND EMPLOYMENT OF PERSONS PREVIOUSLY CONVICTED OF ONE OR MORE CRIMINAL OFFENSES

§753. Factors to be considered concerning a previous criminal conviction; presumption.

1. In making a determination pursuant to section seven hundred fifty-two of this chapter, the public agency or private employer shall consider the following factors:

(a) The public policy of this state, as expressed in this act, to encourage the licensure and employment of persons previously convicted of one or more criminal offenses.

(b) The specific duties and responsibilities necessarily related to the license or employment sought or held by the person.

(c) The bearing, if any, the criminal offense or offenses for which the person was previously convicted will have on his fitness or ability to perform one or more such duties or responsibilities.

(d) The time which has elapsed since the occurrence of the criminal offense or offenses.

(e) The age of the person at the time of occurrence of the criminal offense or offenses.

(f) The seriousness of the offense or offenses.

(g) Any information produced by the person, or produced on his behalf, in regard to his rehabilitation and good conduct.

(h) The legitimate interest of the public agency or private employer in protecting property, and the safety and welfare of specific individuals or the general public.

2. In making a determination pursuant to section seven hundred fifty-two of this chapter, the public agency or private employer shall also give consideration to a certificate of relief from disabilities or a certificate of good conduct issued to the applicant, which certificate shall create a presumption of rehabilitation in regard to the offense or offenses specified therein.