Executive Assistant

 

Main characteristics

Location

Phoenix, Arizona

Company

PetSmart

Job summary

About the Team:
PetSmart LLC is the largest specialty pet retailer of services and solutions for the lifetime needs of pets. We employ approximately 55,000 associates and operate more than 1,600 pet stores in the United States, Canada and Puerto Rico as well as more than 200 in-store PetSmart® PetsHotel® dog and cat boarding facilities. PetSmart provides a broad range of competitively priced pet food and pet products and offers dog training, pet grooming, pet boarding, PetSmart Doggie Day Camp services and pet adoption services in-store. PetSmart, together with non-profits PetSmart Charities® and PetSmart Charities of Canada, invite more than 3,000 animal welfare organizations to bring adoptable pets into stores so they have the best chance possible of finding a forever home. Through this in-store adoption program and other signature events, PetSmart has facilitated more than 9 million adoptions more than any other brick-and-mortar organization.

About the Location:
Hybrid Position:

This position may be considered Hybrid based on PetSmarts FlexSmart policy and business needs. A Hybrid work arrangement is considered to be a blend of onsite and remote work activity. Associates with a Hybrid work arrangement have a work space at Phoenix Home Office and can be required to come onsite between 1-5 days a week as determined by leadership and based on business needs.

About the Job:
We are seeking an Executive Administrative Assistant and are looking for a high-performing, self-starter who is excited about making an impact on our business. Our desired candidate will have C-Suite experience in office coordination and management; be customer service focused with a broad understanding of administrative processes and procedures. This candidate will be a highly visible representative of the company and a champion of the organizations culture and values.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office management Oversee daily office management to ensure proper communication with senior level management and other teams. Maintain workflow of the office such as processing and directing mail, filing, and document preparation. Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff. Manage sensitive matters with a high level of confidentiality and discretion.

Calendar, Contact and Inbox management - Schedules, plans, organizes, and prepares complex activities such as meetings, travel, guest speakers and departmental activities for multiple executives. Conserve the executive's time by reading, researching, collecting, and analyzing information as needed, in advance of meetings. Answering complex emails. Upkeep of directories and contacts for executives and departments. Draft and prepare email correspondence for internal announcements, meetings, and teams that the executive is involved with.

Expense and Budget management Tracks and enters expenses for executives and manages approval processes on their behalf. Approves and routes invoices and purchase requisitions. Prepares and monitors reporting of corporate credit card expenses on behalf of executives.

Travel Manage comprehensive travel planning and logistics for the executive and team including research, entry requirements, itinerary planning, booking and confirmation of travel arrangements, accommodations and calendar notifications.

Reporting - Prepare Word, Excel, Visio organization charts and PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the organization. Generate reports from informational systems and other databases. Maintain updated reports and organizational charts on SharePoint sites for use by executive leadership.

Courier management Processing and directing of mail and incoming/outgoing packages or deliveries. Preparation of outgoing mail in support of stores.

Presentation management - Conduct research, edit and prepare supporting materials for meetings and presentations.

Events management Plans events and meetings including room reservations and layout, attendees, agendas, material preparation, menu planning, and maintain budget.

Project management - Works independently and within a team on special and nonrecurring and ongoing projects utilizing complex analysis and evaluation.

Collaboration - General oversight of administration and coordination for the executive and departments they are involved with.

Office Inventory management - Maintains supply inventory for department and office vendors.

Comprehensive support No job is too big, and no detail is too small; has great business sense and can decipher priorities and make sound judgment calls when needed. Dedicated to meeting the expectations of the C-Suite officers and other executives by maintaining effective relationships with interested parties. Offer clerical support and all other duties as are necessary to the proper operation of the office.

EDUCATION AND EXPERIENCE

5+ years experience in a dynamic environment that required confidentiality/discretion, flexibility, multi-tasking & attention to detail.

This person must be high energy, intuitive, a self-starter, diplomatic, have the ability to manage projects, and work with minimal supervision.

This person must have demonstrated problem solving, prioritization and organizational experience.

This person must be able to manage different and often conflicting schedules, projects, or activities, and have ad hoc project experience, the ability to do departmental research and have analytical skills.

This person must be an excellent communicator, able to interact with people of all levels in a confident and professional manner.

This position requires MS Office experience with an emphasis on Outlook, Word, PowerPoint, Excel, Visio and SharePoint.

This person must be comfortable with the use of technology including, but not limited to, Teams, Zoom, and WebEx.

Retail operations experience is a plus along with support in a multi-departmental capacity.

High School diploma required, and bachelors degree preferred.

About the Culture:
At PetSmart, we work hard to create a culture where and we celebrate the unique stories, backgrounds, and experiences our associates share. These experiences not only bring new perspectives in shaping our Belonging culture but theyre core to PetSmarts success.

Not sure if you meet 100% of the position requirements and whether you should apply? Wed still like to hear from you and encourage you to apply with us! You just may be the ideal candidate for this role, and if not this one, perhaps another position.

Our home office offers outstanding amenities in a fun and rewarding workplace including:

Pet friendly environment, bring your pets to work!

On-site Dog Park

Top Dog gym with equipment, fitness classes, massage therapists and personal trainers

Sit & Stay Café serving fresh breakfast and lunch options

On-site coffee bar

Lil Paws learning center and onsite daycare facility (associate paid)

Volunteer events with PetSmart Charities

Learn more about #LifeAtPetSmart here:

Check out Associate stories and share in some celebrations at PetSmart:

Explore PetSmart Benefits here:

If you don't already live in the Phoenix area here's a guide to the area:

PetSmart provides an equal opportunity for all associates and job applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or other legally protected characteristics.