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Executive Administrative Assistant

Date: May 18, 2019

Location: San Francisco, CA, US

Company: Williams-Sonoma Inc.

Requisition Number: SS-15515
Area of Interest: Administration
Organization: Corporate
Brand/Division: Shared Services
Position Type: Full-time


About the Role

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

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

Why you will love working at Williams-Sonoma, Inc.

* We're a successful, fast-growing company with an entrepreneurial vibe
* A technologically and data-driven business
* Competitive salaries and comprehensive health benefits
* We're at the forefront of tech and retail, redefining technology for the next generation
* We're passionate about our internal and external clients and live/breathe the client experience
* We get to be creative on a daily basis
* A smart, experienced leadership team that wants to do it right and is open to new ideas
* We believe in autonomy and reward taking initiative
* We have fun!


We're excited about you because you have...

* 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.

About Williams-Sonoma, Inc.

Founded in 1956, Williams-Sonoma, Inc. is the premier specialty retailer of high-quality products for the home. Our family of brands includes 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. In 2017, we acquired Outward, Inc., a 3-D imaging and augmented reality platform for the home furnishings and décor industry. 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.


Once you are here, you can look forward to a wide variety of benefits. Our corporate vision--to enhance our customers' quality of life at home--extends to the lives of our associates. To that end, we offer an extensive benefits package designed to help you grow, personally and professionally, to keep you healthy, to prepare you for the unexpected, to care for your family and to build a secure future. Depending on your position and your location, here's a look at what you might be eligible for:

* A generous discount on all Williams Sonoma Inc. brands through multiple shopping channels
* A 401(k) plan and other investment opportunities
* Paid vacations, holidays and other time-off programs
* Health benefits, including health, dental and vision insurance; health and dependent care tax-free spending accounts; medical, family and bereavement leave; same-sex domestic partner benefits; short- and long-term disability programs; life and travel insurance; an employee assistance program
* Tax-free commuter benefits
* A wellness program that supports your physical, financial and emotional health
* In-person and online learning opportunities through WSI University, LearnIt and AcademyX
* Cross-brand and cross-function career opportunities
* Quarterly sample sales
* A business casual work environment
* A bike share program
* Time off to volunteer
* Matching donations to qualifying nonprofit organizations
* Company-sponsored walks and runs
* Healthy, organic options in the cafeteria and an awesome salad bar
* Discounts on nearby gyms and other local businesses


WSI will not now or in the future commence an immigration case or "sponsor" an individual for this position (for example, H-1B or other employment-based immigration

This role is not eligible for relocation assistance.

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, or other applicable state or local laws and ordinances.

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, or other applicable state or local laws and ordinances.

Nearest Major Market: San Francisco
Nearest Secondary Market: Oakland

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