Administrative Assistant
GAP Inc - San Francisco, CA

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Administrative Assistant - 027WZ -


Description


  • The Administrative Assistant provides administrative and project support to the Vice President of HR Strategy, Technology & Operations. The administrative assistant provides efficient and effective office environment that allows team members to maximize their potential, enable their career aspirations, and support their contribution to the success of our company.
  • RESPONSIBILITIES:
  • Enhance the efficiency and effectiveness of the Vice President by managing their calendar, email, phones, and other administrative functions. Manage and schedule all weekly meetings that the Vice President attends and coordinates any follow up to those meetings
  • Manage Vice President expenses, travel arrangements and overhead budget. Ensure all expenses meet Gap Inc.’s Expense Management Policy
  • Manage mail correspondence and vendor files
  • Provide support administrative support for Vice President’s direct reports. Includes managing new-hire onboarding, expense management and assigned projects
  • Provide office management support. Includes new-hire set-ups, space coordination, supply ordering, BCP coordinator, Gap Foundation coordinator, computer hardware inventory and communication updates
  • Provide global communication support: revisions to phone list, directories, org charts, voicemail and email distribution
  • Motivate and coach team members to be customer-focused, innovative, solution-oriented, quick, and team-oriented in their work.
  • Manage, coordinate and oversee all operations and logistics for all staff meetings
  • Act as an expert source on corporate policies, procedures and information, with the skills and ability to represent the department as necessary
  • Partners with Global HR administrative assistants to complete cross-functional projects
  • Participates on special projects as assigned
  • SKILLS REQUIRED:
    Planning and Organizing – establishing courses of action for self and others to ensure that work is completed efficiently and in a timely manner
    Proactive & Responsive – anticipates needs to enable effectiveness of the executive and the broader team. Responds quickly to needs.
    Attention to Detail – setting high standards of performance for self in monitoring all facets of a task or project
    Managing Competing Priorities – effectively managing one’s time and resources to ensure multiple priorities are balanced and managed successfully
    Negotiation – effectively exploring alternatives and positions to reach outcomes that gain the support and acceptance of all parties
    Business Unit Knowledge – gaining in depth understanding of key business unit drivers, strategic goals, concerns, and pain points to effectively support the organization
    Influencing and Persuasion – use appropriate interpersonal style and communication methods to gain acceptance of an idea from business partners
    Decision Making – effectively make decisions based on facts and interests of key stakeholders
    Adaptability – maintaining effectiveness when experiencing major changes in work tasks, structures, processes and culture
    Verbal and Written Communication – clearly conveying information and ideas through verbal and written communication to individuals or groups in a manner that engages the audience and helps them understand and retain the message
    Technology – having achieved a satisfactory level of technical skill in select computer applications (MS Office: Excel, Word, PowerPoint) and web usage
    Project Management - manage projects using project management and established corporate processes
    Building Partnerships – identify opportunities and take action to work collaboratively and build partnerships to help achieve business goals
    Budget Management – effectively tracking, monitoring and managing expenditures against budget
Qualifications
  • Experience required: 5+ years administrative support in a corporate environment
  • College degree or equivalent experience
  • Demonstrates professionalism and ability to maintain confidentiality
  • Ability to communicate clearly, articulately, diplomatically, and professionally - both verbally and in writing
  • Ability to develop strong internal and external relationships and to interact effectively with executive leadership and all levels within organization
  • Ability to manage and prioritize multiple projects simultaneously and carry out responsibilities in fast-paced environment
  • Exceptional team building and people skills
  • Self-starter with strong sense of urgency and problem solving skills
  • Strong organizational skills and attention to detail
  • Demonstrates ability to develop self and coach others
  • Strong computer skills (Excel, Word, Power Point, Outlook, Lotus Notes)
  • Demonstrates ability to partner with others and build relationships
  • Team approach to work and ability to be very flexible

Primary Location US-CA-SAN FRANCISCO

Full-time
CORPORATE - Corporate Support

GAP Inc - 19 months ago - save job
About this company
1,823 reviews
The ubiquitous clothing retailer Gap has been filling closets with jeans and khakis, T-shirts, and poplin since the Woodstock era. The firm,...