Overview
Executive Administrative Assistant Jobs in Millsboro, DE at Allen Harim Foods LLC
SMCP – Sandro, Maje, Claudie Pierlot
Position: Administrative + Office Assistant
Location: SMCP North America Headquarters, 44 Wall Street / 20th Floor, New York, NY 10005
Status: FT, 40 hours per week
Who We Are
SMCP is a prominent global leader in the luxury fashion market, celebrated for its Parisian Chic ready-to-wear and accessories collections. Operating across diverse international hubs, from Shanghai to New York City, our commitment to sustainable growth defines our brand values. With a portfolio comprising four distinguished global brands – Sandro, Maje, Claudie Pierlot, and Fursac – our influence spans 46 countries from free-standing lifestyle boutiques to leased concession shop-in-shops and off-price outlets. Complementing our physical presence, our eCommerce websites in the U.S. and Canada extend our reach as we continue to shape the future of Contemporary Luxury Fashion across the globe.
Visit our Global Company website at https://www.smcp.com/en to learn more.
What Sets Us Apart as an Employer in the Global Luxury Fashion Space
At SMCP, our distinctiveness as an employer in the global luxury fashion sector lies in our unwavering commitment to Corporate Social Responsibility (CSR). Anchored by three pillars – Product, People, and Planet – our CSR strategy is a testament to our dedication to sustainability and Diversity, Equity, Inclusion, and Belonging (DEIB). Our clearly defined core values, instilled from the top down, form the bedrock of our organizational culture. Here at SMCP, we prioritize the well-being and satisfaction of our 6500 world-wide passionate entrepreneur team members. Our strong financial results are bolstering or appeal as an employer, marking 2021 as our “comeback” year. Add to this mix our uniquely coveted Parisian chic merchandise collections, and you have an employer that not only sets trends in the fashion world but also cultivates a work environment that fosters innovation, diversity, and success. Here at SMCP, passion meets purpose, and together, we redefine the future of luxury fashion.
What We Are Looking For
This position will be responsible for various administrative tasks to ensure the smooth operation of the executive and broader office. Key responsibilities include scheduling and coordinating meetings, managing expenses and budgets, tracking PTO, and handling miscellaneous executive tasks.
Organizational Structure – Reporting Relationships
Internal:
Direct Supervisor: North America Business Unit – President/CEO
Essential Duties and Job Responsibilities
Job responsibilities include but are not limited to the following:
Scheduling:
Monitor daily and weekly schedule for conflicts.
Ensure remote meeting invites include Teams links.
Book conference rooms for in-office meetings with more than three attendees.
Set up video conferencing in the office with IT assistance if needed.
Meeting Preparation, Printing, & Follow Up:
Keep meetings on track with 5-minute warnings.
Ensure meetings start on time and that President/CEO has all necessary materials and obtain meeting agendas 30-minutes in advance.
Manage and shred documents as required.
Tidy/clear President/CEO’s working area as needed.
Expenses:
Collect and compile business-related receipts and submit expense reports.
Review, approve, and escalate (if needed) expense reports submitted by President/CEO’s direct reports via Zoho.
PTO & Travel Schedule:
Track and communicate PTO as needed.
Approve time off requests for direct reports through UKG.
Ensure no scheduling conflicts with PTO requests.
Book travel arrangements (i.e. hotel) on behalf of President.
Group COMEX:
Coordinate with team leads to gather and compile presentation decks for monthly Group COMEX meetings.
Prepare the meeting room and necessary materials ahead of time.
Arrange translation services for French meetings as needed.
NA COMEX:
Prepare for monthly NA COMEX meetings by coordinating agenda and presentation materials.
Send reminders and follow-ups to team members for presentation slides.
Facilitate internal or external guest presentations as needed.
Organize catering when necessary.
Quarterly Meet Up (QMU):
Drive, schedule and coordinate QMU meetings and presentations.
Ensure timely completion and review of slides by each respective team and the President/CEO in advance.
Assist with organizing post-meeting gatherings.
HQ Annual Townhall:
Assist with the preparation and coordination of the annual HQ Townhall presentation.
Manage logistics and presentation materials.
Office Duties:
Assess and propose office improvements and reasonable enhancements.
Distribute mail at least 3x a week.
Maintain plants by watering them as needed.
Replenish and organize office supplies regularly.
Ensure kitchen duties are managed by each department accordingly. Proactively provide reminders to departments in advance and monitor cleaning periodically.
Schedule deep cleanings in partnership with Maintenance and Facilities team.
Serve as the main point of contact for building management.
Conference room management (scheduling and maintenance).
Ensure adherence to best practices for tidiness and organization, following up with teams to address any concerns as needed.
Provide support for office machines such as the Bevi Machine.
Budget/Invoices:
Manage and track the Direction/Executive and Office Supplies budgets.
Ensure expenses are correctly classified and within budget limits.
Create and submit expense reports as needed.
Miscellaneous:
Manage coffee/tea/meals, gifts, supplies, and errands such as dry cleaning.
Support special projects and initiatives as needed.
Partner with HR to provide regular organizational chart updates to President/CEO.
Principal Skills, Knowledge & Abilities Required
Required Skills/Knowledge:
Proficient in Microsoft Office Suite – Outlook, Word, PowerPoint, Excel
Able to handle multiple tasks in an organized manner; prioritize and meet deadlines, concurrently
Excellent written and verbal communication skills
Strong sense of discretion and the ability to maintain confidentiality
Physical Requirements:
Be able to lift up to 10 pounds
What We Will Offer You in Return!
Fun/collaborative, team-oriented work environment
Health, Vision, and Dental Insurance
Generous shopping discount
Generous PTO Bank
12 corporate holidays with early dismissals the day before the holiday.
401K Savings Plan
Culture of Engagement
Career Growth Opportunities
Flexible hybrid work schedule
4 completely remote workweeks per year.
Title: Executive Administrative Assistant
Company: Allen Harim Foods LLC
Location: Millsboro, DE
