Job Summary
We are seeking a highly organized and detail-oriented Executive Assistant (EA) to support the General Manager of Carhartt WIP North America. This role requires a proactive individual with exceptional administrative, communication, and organizational skills who can seamlessly manage day-to-day operations, support real estate and insurance logistics, handle travel planning, and ensure the seamless ongoing project and calendar coordination. The ideal candidate is resourceful, adaptable, and thrives in a fast-paced, and entrepreneurial environment.
Core Responsibilities
- Manage the General Manager’s calendar: schedule meetings, send invites, prepare agendas, and reserve rooms across time zones.
- Act as a gatekeeper for time management, ensuring priorities align across teams and departments.
- Monitor and manage the GM’s inbox: triage emails, prioritize critical communications, respond or escalate as needed.
- Coordinate and submit the GM’s expense reports, ensuring accuracy and policy compliance.
- Review and track department expense claims and approvals.
- Maintain administrative records related to insurance, vendor contracts, and legal compliance.
- Support real estate administration, including building maintenance, city paperwork, and vendor certifications.
- Coordinate complex domestic and international travel: book flights, accommodations, transportation, and create detailed itineraries.
- Provide real-time travel support and adjustments across global time zones.
- Oversee local logistics: arrange restaurant bookings, vendor visits, and event coordination.
- Track active projects in Asana, follow up on tasks, and share updates with other departments.
- Prepare meeting notes, briefing documents, and action plans.
- Draft internal communications, team announcements, and leadership messages.
- Prepare presentation decks and assist with documentation as needed.
- Act as a liaison between the GM and other departments to ensure smooth communication and collaboration.
- Proactively assist with any additional tasks, acting as the GM’s right hand in day-to-day operations.
- Assist in preparing presentation decks, internal documents, and executive materials for meetings and strategic initiatives.
- Attend key meetings, track action items, delegate responsibilities, and follow up to ensure timely completion.
- Handle all communications with professionalism, confidentiality, and discretion.
Skills / Qualifications
- 2–3 years of relevant administrative, EA, or operations experience (retail/accounting admin a plus).
- Strong organizational skills with the ability to multitask and prioritize effectively.
- High proficiency with Microsoft Office Suite (Outlook, Teams, Excel, PowerPoint).
- Experience using Asana or other project management tools.
- Professional communication and interpersonal skills.
- Proactive and capable of working both independently and in collaboration with teams.
- Comfortable handling confidential information with discretion.
- College students with administrative experience are encouraged to apply.
Additional Information
- Location: Full time at our Soho NY office.
- Hours: 30-35 hrs, shadowing the General Manager schedule.
- Reporting Structure: Direct report to General Manager North America.
- Compensation: $50K
Carhartt WIP USA is an equal opportunity employer and is committed to creating an inclusive work environment with a diverse and talented team. We consider, hire, train, promote, and compensate regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
