Administrative Assistant - Merchandising

Merchandising 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 traditionsabout inspiring stores and irresistible productsabout 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 Merchandising Administrative Assistant provides comprehensive administrative and clerical support to ensure seamless daily operations, meetings, and special projects. This role requires meticulous attention to detail, proactive problem-solving, and the ability to manage multiple responsibilities with discretion and professionalism. Key responsibilities include coordinating meetings and travel, preparing reports and presentations, managing calendars, handling expense reconciliation, and maintaining effective office operations in collaboration with internal teams. The ideal candidate will exercise sound judgment, maintain confidentiality, and foster strong relationships across the organization while ensuring efficient communication and workflow.

What You Will Do

• Provide comprehensive administrative and clerical support for routine daily meetings, special projects, and other areas as assigned, meticulously considering each step and devising effective solutions.
• Generate ad hoc reports and presentations, and manage special projects as required.
• Coordinate internal and external meetings, manage responses to meeting requests in a timely manner, compile and distribute meeting materials, and arrange necessary technology, including web and video conferencing. Additionally, coordinate catering orders and delivery.
• Exercise sound judgment, discretion, and maintain confidentiality regarding sensitive information; ability to make decisions independently. Undertake basic accounting duties such as processing invoices and ensuring accurate expense allocation. Collaborate with the Central Finance team as necessary.
• Coordinate with Facilities, Macy's Tech, HR, and other partners to ensure smooth office operations.
• Coordinate the distribution of incoming and outgoing communications, including emails, memos, letters, reports, newsletters, and phone calls.
• Manage the calendar for leaders using Outlook, ensuring efficient scheduling and coordination.
• Arrange and organize travel arrangements, departmental activities, and meeting spaces, including coordinating catering when necessary.
• Establish, develop, and maintain an effective filing system to ensure easy retrieval of documents.
• Reconcile travel and monthly expenses and prepare and submit accurate expense reports.
• Foster an environment of acceptance and respect that strengthens relationships, and ensures authentic connections with colleagues, customers, and communities.
• In addition to the essential duties mentioned above, other duties may be assigned based on the needs of the business.

Skills You Will Need

Proficiency with Technology: Strong expertise in Word, Excel, and PowerPoint to create polished presentations, detailed reports, and accurate spreadsheets. Ability to understand and engage with modern technology including proficiency using computers and electronic/handheld devices.

Time Management and Organization: Ability to prioritize tasks, manage leaders' calendars efficiently, and handle multiple responsibilities seamlessly. Demonstrates strong attention to detail and organizational skills with the ability to prioritize tasks efficiently, and multi-task in a fast-paced environment.

Communication Skills: Excellent written and verbal communication skills to interact professionally with diverse teams, vendors, and executive-level stakeholders.

Interpersonal Skills: Proven ability to foster strong working relationships and collaborate effectively across various groups.

Problem-Solving and Adaptability: Resourceful and takes initiative in addressing challenges and anticipates and adapts to changing priorities with a proactive mindset.

Expense and Budget Management: Competence in using expense management systems to create expense reports, coordinate budgets, and ensure proper financial controls.

Teamwork and Independence: Strong ability to work independently on assigned projects while also collaborating as part of a team.

Project Management: Ability to take ownership of special projects, ensuring timely and successful completion.

Discretion and Professionalism: Maintains confidentiality and represents the division professionally in all interactions.

Who You Are

• Dedicated to providing exceptional service by taking care of your team with genuine hospitality and professionalism, consistently demonstrating courtesy, and a people-first approach in every interaction.
• Candidates with a Bachelor's degree or equivalent work experience in a related field are encouraged to apply. Proven experience as an administrative assistant or in a similar leadership support role preferred.
• Regularly required to sit, talk, hear; use hands/fingers to touch, handle, and feel.
• This position requires heavy lifting, constant moving, remaining in a stationary position, and reaching with arms and hands.
• Involves remaining in a stationary position for at least two consecutive hours, lifting at least 30 lbs. stooping, kneeling, crouching, and climbing ladders.
• May involve reaching above eye level.
• Requires close vision, color vision, depth perception, and focus adjustment.
• Must be able to be in-office 3-5 days per week and work a flexible schedule based on department and company needs with regular dependable attendance and punctuality.

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.

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

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.