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Executive Administrative Assistant

Date: Apr 18, 2017

Location: San Francisco, CA, US

Company: Williams-Sonoma Inc.

Requisition Number: SS-10520
Area of Interest: Administration
Organization: Corporate
Brand/Division: Shared Services
Position Type: Full-time


Our Company

Founded in 1956, Williams-Sonoma, Inc. is the premier specialty retailer of high-quality products for the kitchen and home in the United States. Our family of brands are Williams-Sonoma, Pottery Barn, Pottery Barn Kids, PBteen, West Elm, Williams-Sonoma Home, Rejuvenation, and Mark and Graham. These brands are among the best known and most respected in the industry. We offer beautifully-designed, stylish and functional products for every area of the home, including the kitchen, living room, bedroom, home office, closet, laundry room and even outdoor spaces. We've seen some big changes since our first brick-and-mortar store opened more than half of a century ago. What hasn't changed is our passion for high-quality products, functional design, outstanding customer service, and enhancing the lives of our customers and the communities where we operate. Today, we're a multi-brand, multi-channel, global enterprise supported by state-of-the-art technology and some of the most talented teams in retailing - and we're always looking for new energy and ideas.

Position Summary

We are seeking a dynamic Executive Assistant to support the Executive Vice President of Real Estate and Store Development. This role also provides assistance to the overall Store Development department which includes; store construction, design, facilities, purchasing and real estate. The role is a point person for administrative-related projects within a fast-paced, dynamic, creative environment.

Specific Responsibilities

* Calendar and time management for the EVP.
* Ownership of the EVP's schedule: foresee scheduling conflicts, anticipate issues, communicate consistently, and ensure efficiency.
* Organize and prepare materials for all major meetings and activities.
* Facilitate meeting coordination and event planning - from setting up meeting locations to arranging catering.
* Evaluate and implement processes and systems to ensure department productivity.
* Arrange domestic and international travel; orchestrate itinerary details.
* Create and reconcile expense reports.
* Proactively prepare for and welcome new hires to the department.
* Design and organize team building events and celebrations.
* Overall point-of-contact for department-related operations and ad-hoc projects.

Additional Responsibilities:

This position is responsible for, but not limited to the following:

Administrative Support

* Produce and distribute departmental communications, correspondence memos, letters and forms as well as take and publish notes as required
* Coordinate printing, review and mailing of quarterly materials for our Real Estate Committee meetings
* Process, prioritize and distribute daily mail, or help to manage email
* Obtain EVP signature as needed and approves invoices on the EVP's behalf on occasion
* Technical assistance with creating Excel, PowerPoint & Word documents
* Manage the EVP's appointment calendar, corporate calendar and department calendar
* Arrange meetings and book travel arrangements
* Ordering/distributing office supplies
* Develop and maintain filing systems

Financial Support

* Complete expense reports, reconcile as needed and review department expense reports for approval

Team Support

* Maintain department organization charts and distribution lists
* Maintain records and logs of all department temporary workers, status, & vendors
* Work with HR on associate records changes as they arise - location, reporting changes, etc.
* IT & Help desk assistance - set up new hires if needed
* Point of contact for all new hires. Works with facilities and HR to move, add or change associates
* Assume leadership role for new employees within the group. And manage new hire on-boarding & immersion into the team in conjunction with HR
* "Culture Keeper" for the entire department

General Support

* Work closely and cooperatively within all levels of management
* Greet and provide general support to visitors, candidates and other external inquiries.
* Protects confidential information
* Liaison for special events - Logistics & planning (town halls, leadership off-sites, holiday events)
* Perform and prioritize special projects as directed


Required Skills and Experience:

* 5+ years of experience in an Executive Admin or senior level assistant role within a fast-paced environment.
* Mastery of Outlook, Excel, PowerPoint and Word.
* Corporate retail, Marketing, or Advertising Agency experience a plus.
* Maintain a calm and focused demeanor amidst demanding priorities
* Excellent organizational skills and attention to detail.
* Exceptional customer service and professionalism.
* Strong intuition and thoughtful communication.
* Proactive with a high sense of urgency and ability to work in a fast paced, high volume environment.

This position is not eligible for visa sponsorship.

Williams-Sonoma, Inc. will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance.

Personal Competencies

Global Business Acumen -- Understand the complexity of business on a global scale. Embrace cultural and individual differences with empathy. Work with the nuances of specific local cultures to make informed decisions.

Strategic and Analytical Capability -- Ability to think globally, strategically, and objectively. Effectively translates data into actionable insights, strategies and financial plans.

Leading Teams -- Attracts, develops and motives the talent needed for current and future business requirements. Articulates an inspiring vision for the future, establishes high performance expectations and sets example through own behavior. Ensures alignment of individual goals with overall business objectives. Coaches team members to success and holds individuals accountable for achieving results.

Drive for Results -- Credibility earned through delivering results. Balances urgent and effective action, commitment to excellence, taking initiative to resolve problems and work quality. Demonstrates high initiative and provides leadership in a project-oriented environment.

Effective Communication -- Communicates clearly and effectively with associates at all levels, board members, external partners and customers. Strong verbal and written presentation skills including the ability to communicate complex ideas in a simple way and to tailor key messages and presentation style to multiple audiences.

Influence and Collaboration -- Builds and sustains collaborative relationships at multiple levels in the company. Able to work through complex disagreements and conflict to achieve resolution. Builds trust by including others and by keeping the cross-functional teams focused on the success of the entire company.


Williams-Sonoma, Inc. is an Equal Opportunity Employer.

Williams-Sonoma, Inc. will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance.

Nearest Major Market: San Francisco
Nearest Secondary Market: Oakland

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