About the RoleThe Administrative Assistant will successfully support multiple leaders within the Gap Inc. Global Technology Solutions team. The role will provide a full range of executive administrative support enabling the leaders to be at their best every day. In this position, you will work closely with your executives, learning their business needs, their key stakeholders and the business of the businesses they lead. You will work as a thought partner to help see around corners, anticipate their needs and organize their time in a manner that accelerates their teams.
This role will provide administrative and operational support to the leaders and their full teams, working cross-functionally and solving problems in real time. You will support leaders to enable them to be focused and prepared for their meetings and objectives, embed with the teams to fully understand processes and objectives, and act as a thought partner and problem solver to the leaders you support. Deep collaboration with cross-functional partners, stakeholders, and teams can be expected. This role is critical to the success of the department. You will successfully manage multiple priorities and processes while staying up-to-date on an ever-changing retail marketplace. Bring your ability to anticipate your leaders’ needs and proactively solve problems before they arise. Confidentiality, flexibility and exceptional time management will be key to keeping things running smoothly. You will bring an eye for detail and a strong sense of initiative to all you do. You will work collaboratively and build community with your administrative assistant colleagues to build a network to support yourself and your executives. The successful administrative assistant will be highly organized, professional, proactive, resourceful, efficient, adaptable, and able to thrive in a fast-paced environment. Experience supporting and working with tech teams in a matrix organization is highly desired.What You'll Do
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Manage and organize complex and demanding calendars by actively responding to meeting requests, coordinating with others (or their assistants) involved in senior-level meetings to achieve alignment of often-packed leadership schedules, and promptly engaging directly with the leaders when questions arise that require their input
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Effective heavy calendar management - coordinates internal and external meetings including but not limited to key milestone meetings, team meetings, full staff meetings, off-site meetings, one-on-one meetings, etc. Awareness of cadence, deadlines and follow-up required
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Build strong rapport and relationships to work across the organization with other executives, their administrative assistants and other internal stakeholders in support of often competing priorities. A critical need to represent your executive and team in the most professional manner
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Serve as a thought partner to leaders, maintaining confidentiality and professionalism while handling critical and highly sensitive situations. Act as liaison to executive’s direct reports, staff and peers. Partnering and collaborating to manage cross-functional initiatives from conception to completion
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Manage logistics and execution of events; full staff meetings, off-site team meetings, etc.
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Responsible for maintaining updated organizational charts for areas of responsibility
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Manage domestic and international travel arrangements
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Expense management and reconciliation
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Ability to handle multiple tasks/projects, concurrently, with tight deadlines
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Other responsibilities including special projects as required to increase the professional effectiveness and efficiency of the leaders and overall team
Who You Are
- Demonstrated experience supporting senior executive leaders in a global corporate organization
- Proven ability to manage complex calendars across multiple time zones, coordinate international travel arrangements, and process detailed expense reports with high accuracy and efficiency
- Strong verbal and written communication skills using Microsoft Office tools, with the ability to communicate and build partnerships with all levels of management
- Strong sense of urgency with the ability to handle multiple complex tasks, showcasing resilience and professionalism in navigating organizational change
- High degree of professionalism and confidentiality, maintaining composure and finding effective solutions under pressure
- Continuous improvement mindset for position and personal development, with opportunities for training and mentorship
Top Skills
What We Do
In 1969, Don and Doris Fisher opened the first Gap store on Ocean Avenue in San Francisco. They wanted to make it easier to find a great pair of jeans, and they did. Their denim and records store was a hit, and it grew to become one of the world’s most iconic brands.
Today we’re represented in more than 1400 stores in over 40 countries, and online. We have headquarters in New York, London, Shanghai, Tokyo, and, of course, San Francisco.
Our unique aesthetic is optimistic cool, elevated American style. Our clothes are crafted with care, with focused attention to thoughtful design. We believe in staying true to our heritage while creating what’s next.
Don and Doris Fisher always wanted to “do more than sell clothes.” They wanted to support the people who ran their company, to be active in their communities, and to have a positive impact on the world. Their vision helped transform retail, and we’re still following their lead.
We stand for freedom and possibility for all; we champion diverse ideas that transcend generations, geographies and genders.
