Executive Assistant (Onsite)

About Us:

WH Smith is a leading global travel retailer with over 1,700 stores across 30 countries worldwide. WH Smith North America, incorporating Marshall Retail Group (MRG) and InMotion, represents over half of the Company’s international store estate, with a collection of attractive, successful specialty retail stores located in airports and resorts across North America.

Marshall Retail Group prides itself on creating unique experiences for customers by developing distinctive retail store concepts that feature and highlight the local culture, community, and lifestyle of the cities in which they are located. InMotion Entertainment Group is the largest airport-based electronics retailer in travel locations globally, with access and insight into the latest technologies for business and leisure travelers, InMotion offers lifestyle products and electronics that include a wide breadth of headphones, mobile power, Bluetooth speakers and travel accessories.

Job Summary:

The Executive Assistant provides all aspects of direct support/assistance to the legal and business development executives. This position has exposure to information of a sensitive, confidential, strategic, and critical nature requiring discretion, independent judgment, tact and diplomacy. This position also requires interaction with other senior management personnel and therefore requires a professional attitude and strong interpersonal communication skills.

What you’ll Do

• Calendar – Schedule meetings and ensures that all preparations are made prior to the meeting time. Book conference rooms, arrange dialing instructions, register visitors, order food (if necessary) and have all materials printed and ready for all participating parties – particular focus for senior level steering committee meetings.
• Event Planning– Assist in logistical preparation of conferences and meetings including selecting the site, finalizing contracts, coordinating the catering, AV and conference room. Assist in conference material preparation.
• Travel – Coordinates directly, or in conjunction with Travel department, travel arrangements including flights, hotels, and car services as requested and creates itineraries, including all confirmations and contact information for flights, hotel and transportation. Updates itineraries and checks for new information pertaining to travel.
• Presentations – Create and compile detailed Excel and PowerPoint documents for leadership and general internal and external meetings.
• Contract and PO management – partner with procurement, IT leadership and finance to help the coordination of contracts and POs.
• Fiscal Management
• Preparing and submitting accurate Expense Reports
• Reconciling and processing invoices for key projects

What You Need

• Minimum of 3 years of experience as an assistant to a high-level individual within a fast-paced organization.
• Outstanding organization, prioritization, analytical, and anticipatory skills.
• Solid project management and problem-solving skills.
• Ability to be internally inspired to perform a task to the best of one’s ability using their own drive or initiative.
• Must be flexible and responsive to evolving and changing business environment.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Excellent verbal and written communication skills and ability to work independently with minimal supervision as well as part of a team
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook
• Commitment to model and live out our Core Values and a positive mindset are critical for success and should reflect in everything you do.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

Benefits:

• Medical, Dental & Vision Insurance
• FREE Life Insurance
• Short & Long Term Disability Insurance
• Pet Insurance
• Generous Paid Time Off
• 401k with company match
• Huge Employee Discount at all our stores, so check us out
• Amazing training & career path
• Competitive pay
• And more!

We can’t wait to meet you so apply today at www.jobsatMRG.com

EEO/ADA/DFWP

WH Smith North America is committed to employing a diverse workforce. Qualified applicants will receive consideration without regard to race, color, religion, sexual orientation, national origin/ancestry, age, gender identity, gender expression, military/veteran status, marital status, disability status or any other basis prohibited by law. At WHSmith North America, it’s about each person bringing passion and skills to a dynamic and inclusive workplace!

WHSmith North America