Executive Assistant & Studio Coordinator

Executive & Studio Assistant provides day‑to‑day administrative support and studio coordination for the Women’s Polo Design Leadership Team. Key responsibilities include calendar management, travel arrangements, office management, tracking & submission of expenses, creating & updating documents, supporting presentations, and communicating with internal colleagues & external partners.
This role requires excellent organizational skills and the ability to effectively handle multiple priorities while maintaining confidentiality. In addition, this role requires the ability to exercise independent judgment, escalating serious or unique problems to the appropriate parties. The ideal candidate is a proactive thinker, always considering the future and how to best plan and adapt procedures, processes, and techniques to the completion of assignments.
Executive Assistant

All general executive day‑to‑day tasks including calendar, teams, and telephone management, expense reporting, responding to basic requests.
Manage Outlook calendar which involves frequent adjustments and updates throughout the day.
Scheduling & confirming of all internal & external meetings and conference calls.
Provide daily next‑day calendar briefings including meeting locations, contact details, agendas, required documents, and relevant information.
Partner and coordinate with other Brand EAs on overall calendar tracking and management of cross‑brand meetings; ensuring meetings take place as scheduled.
Handle timely submission & tracking of expenses on corporate credit cards with Accounts Payable; this involves ensuring timely approval of expenses.
Code and approve all invoices in Ariba as required.
Coordinate all travel arrangements with internal Travel department; inclusive of booking, logistics and changes.
Maintain updated contact lists and key information databases.
Prepare written materials as requested, i.e. memos, meeting agendas, PowerPoint presentations.
Manage and respond to routine requests and inquiries (Teams/telephone/communications).
Manage lunch, coffee and personal requests/logistics as schedule requires.
Assist in special projects as needed.
Studio Assistant

Act as a liaison between design and all cross‑functional partners for scheduling cross‑functional team meetings (PMT, Merchandising, TD, etc.).
Prepare materials for design meetings (print photo references, cutting swatches, organizing presentation boards).
Prepare conference rooms for meeting needs (tv’s, design boards, water, snacks etc.).
Manage digital photos and create PowerPoints for design team presentations.
Provide agendas, recaps, action plans for team meetings as needed.
Maintain and book conference room calendars.
Order supplies and coordinate equipment servicing, oversee general floor upkeep, create work orders on Service Point when needed for IT or facilities issues*.
Support and arrange travel logistics for design team.
Salary range: $55,000 – $83,105 annually
Qualifications

Prior administrative or support experience in a fast‑paced environment.
Demonstrated ability to support executive‑level professionals.
Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and experience with Ariba, Concur, and Workday systems.
Strong problem‑solving and critical‑thinking abilities.
Excellent follow‑through and task completion.
Ability to prioritize and multitask effectively under pressure.
Excellent cross‑cultural, cross‑division, and cross‑functional communication and partnering skills.
Professional interpersonal skills suitable for diverse stakeholder interactions.
Proactive, solution‑oriented mindset with ability to anticipate needs.
Results‑driven with ability to meet critical deadlines.
High degree of discretion and confidentiality.
Minimum of three days a week on site/office, wherever the Creative Director is and needs support.

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