Administrative Assistant

Be part of an amazing story.

Macy's is more than just a store. We're a story. One that's captured the hearts and minds of America for more than 160 years. A story about innovations and traditions...about inspiring stores and irresistible products...about the excitement of the Macy's 4th of July Fireworks, and the wonder of the Thanksgiving Day Parade. We've been part of memorable moments and milestones for countless customers and colleagues. Those stories are part of what makes this such a special place to work.

Job Overview

The Administrative Assistant provides secretarial and administrative support to three Vice Presidents. They plan, schedule, and arrange meetings and travel, support projects and presentations, and coordinate correspondence and data, including highly sensitive and confidential information. They interact with a diverse group of external callers and visitors, as well as internal contacts at all levels of the organization. They also perform other duties as assigned.

What You Will Do

• Schedule and organize complex activities such as meetings, travel, conferences, and department events. Maintain and coordinate the executive's daily schedule.
• Type and design general correspondence, memos, spreadsheets, charts, and graphs. Proofread for spelling, grammar, layout, and accuracy, making necessary changes. Ensure the final copy is accurate and clear.
• Plan, create, and coordinate visual presentations, disseminate information, and coordinate mailings.
• Establish, develop, maintain, and update a filing/information storage system for timely retrieval.
• Prepare and submit travel reimbursement forms and invoices for payment.
• Act as a liaison with other departments and outside agencies, including high-level staff. Handle confidential, routine, and non-routine information, explaining policies when necessary.
• Exercise independent judgment to plan, prioritize, and organize a diversified workload, recommending changes in office practices and procedures.
• Foster an environment of acceptance and respect that strengthens relationships, and ensures authentic connections with colleagues, customers, and communities
• Consistently demonstrate regular, dependable attendance and punctuality.

Skills You Will Need

Communication Skills: Excellent written and verbal communication skills, with the ability to read, write, and interpret business, technical, and financial documents.

Organizational Skills: Strong ability to manage time effectively, organize, and prioritize a diversified workload.

Technical Proficiency: Familiarity with various computer software applications, including word processing, spreadsheets, databases, and presentation/visual software (e.g., MS Word, Excel, Outlook, PowerPoint).

Attention to Detail: High level of accuracy in proofreading for spelling, grammar, layout, and overall clarity, with strong attention to detail in all tasks.

Interpersonal Skills: Exceptional interpersonal skills with the ability to work across functional lines and interact effectively with executives and associates at all levels within the organization.

Confidentiality: Ability to handle sensitive and confidential information with discretion.

Problem-Solving Skills: Ability to exercise independent judgment to plan, prioritize, and organize tasks, and recommend changes in office practices and procedures when necessary.

Flexibility: Adaptable to changes quickly and easily, with a strong sense of urgency in task completion.

Mathematical Skills: Basic math functions such as addition, subtraction, multiplication, and division, with analytical skills for handling financial and technical documents.

Who You Are

• Candidates with a High School diploma or equivalent are encouraged to apply. 5+ years of experience in secretarial, office, or administrative work preferred.
• Regularly required to sit, talk, hear; use hands/fingers to touch, handle, and feel. Occasionally required to move about the workplace and reach with hands and arms. Requires close vision.
• Able to work a flexible schedule based on department and company needs.
• Able to travel occasionally.

What We Can Offer You

Join a team where work is as rewarding as it is fun! We offer a dynamic, inclusive environment with competitive pay and benefits. Enjoy comprehensive health and wellness coverage and a 401(k) match to invest in your future. Prioritize your well-being with paid time off and eight paid holidays. Grow your career with continuous learning and leadership development. Plus, build community by joining one of our Colleague Resource Groups and make a difference through our volunteer opportunities.

Some additional benefits we offer include:

• Merchandise discounts
• Performance-based incentives
• Annual merit review
• Employee Assistance Program with mental health counseling and legal/financial advice
• Tuition reimbursement

Access the full menu of benefits offerings here.

About Us

This is a great time to join Macy's! Whether you're helping a customer find the perfect gift, streamlining operations in one of our distribution centers, enhancing our online shopping experience, buying in-style and on-trend merchandise to outfit our customers, or designing a balloon for the Thanksgiving Day Parade, we offer unique opportunities to be part of some of the most memorable moments in people's lives.

Join us and help write the next chapter in our story - apply today!

This job description is not all-inclusive. Macy's, Inc. reserves the right to amend this job description at any time. Macy's, Inc. is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.

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