Executive Assistant Office/Retail Store Support

General Overview & Background Requirements:

The desired candidate should bring a combination of one to three years of successful office/store support preferably in a retail environment.  He/She should have a proven record of communicating effectively, the ability to prioritize and be highly organized.  He/She should be a self-starter with the ability to work autonomously and meet deadlines with minimal supervision.

The desired candidate should be flexible, charismatic, friendly and approachable.  He / She should be collaborative in attitude, particularly in dealing with their supervisor, peers and the field staff.  He/She should be comfortable troubleshooting issues both in the Office and for our network of over 30 boutique locations nationally.

 

Major Responsibilities:

Office Support

-Order and maintain office supplies within budget

-Maintain office equipment (i.e. fax machines, printers, copy machines, phones, etc.)

-Mail processing

-Manage necessary building repairs and maintenance

-Manage repairs and maintenance budget 

-Payroll processing

-Provide administrative support for Executive team

-Backroom supply maintenance (maintaining proper inventory levels within budget.)

-Perform monthly inventory of Backroom supplies

 

 

Retail Store Support

-Facilitate general payroll and benefit administration/coordination

-Manage all national contracts for stores (music, pest control, lighting, telecom, DSL, HVAC, fire safety equipment, security systems, etc.)

-Solicit new vendor contracts

-Schedule service alls for retail stores

-Manage all repairs and maintenance schedules with national contractors and retail store team

-Provide first line of support for all store equipment (POS, PC, fax, printers, telecom, etc)

-Manage log of all incoming support calls and execution of solutions

-Manage and approve supply orders with national office supply vendor within budget.

 

 

Additional Characteristics & Considerations:

 

· Advanced written and verbal communication skills

· Possess creative agility and flexibility in problem solving within established guidelines.

· Ability to meet deadlines and manage budgets

· Known for their strong people skills, with a history of success as a team member.

· Experienced in retail cultures where the quality of the consumer experience, uniqueness and innovation of the product line is highly valued.

· A dynamic personality and presence with excellent listening skills who will consistently practice them within the OILILY organization and externally with the field.

· Excellent phone etiquette

· 100% follow-through

 

Main Interface:

-  Director of Retail

-  Retail Store Team

-  Executive team

 

Skills Required:

-  Results Oriented

-  Customer Oriented

-  Enterprising

-  Innovative / Creative

-  Communicative

-  Skilled Planner

-  Team Player

 

Computer Skills Required:

-  Microsoft Office

Including Word, Excel and Outlook

Advanced proficiency in Excel is a bonus