Executive Assistant, Retail Store Real Estate Development

Adecco Creative and Marketing is currently supporting our client, a major apparel and leather goods accessories company recruit for freelance Executive Assistant for their Retail Real Estate Development Team.

Key Responsibilities: 

  • Coordinate calendars – Bi-weekly brand meetings, touch bases, landlord meetings, team meetings and team outings. Be proactive in scheduling and confirming attendance in person and via phone/WebEx so that meeting materials can be sent in advance, if necessary.
  • Coordinate Meetings  – register guests, schedule room , IT requirements and any food if necessary
  • ICSC Conference -  coordinate meetings and necessary materials in partnership with Real Estate Manager
  • Site Tour booklet creation – responsible for agenda, maps, center and existing store sales (including wholesale information) and coordinating meetings with landlords.  If necessary, reach out to landlords for updated mall plans and sales. Alert brand operations team of upcoming store visits.
  • GSD Materials - Partner with RE Manager on updating materials for GSD Presentations (maps, updating mall plans, etc.). Responsible for signatures of senior executives upon approval of GSD presentations
  • Global Environment Coversheets – Responsible for inputting Global Environment coversheets and sending to required distribution list
  • Tenant Allowance – Responsible for tracking Tenant Allowance financial collection and for providing project requirement to Global Environments. Real Estate Coordinator will send packages of required documentation directly to landlord and follow up when necessary.
  • Brand Support - Field calls/emails from store managers and operations regarding individual store matters as well as coordinate landlord requests to enter space with brands – summarize and report to Senior Real Estate team members for guidance when necessary.
  • Travel Arrangements – create itinerary,  book hotel, flights, car service, dinner reservations (if needed) for all team members
  • Expenses – process Senior Directors, DVP of Global Business Development and VP of Real Estate’s expenses
  • Office Supplies – monitor and replenish when necessary
  • Process & Mail documents  - create document cover letters, secure all signatures (primary, witness and notary, if applicable) for legal documentation, maintain records of key documents via a tracking file; also check department mailboxes and filter any notices, documents, mail, etc. to the team
  • Document Filing – responsible for filing Tapestry legal documents and maintaining files in file room
  • SLIM / RetaiLease - scan items and upload to SLIM/RetaiLease and Real Estate server
  • IT Support – set up new team members for IT support and if there is a department issue coordinate resolution
  • Team Meetings - Prepare agendas for Real Estate Team Meetings and note any upcoming meetings of importance in RE Team Meeting. Update agenda post team meeting with key action items.
  • Process AP invoices for Real Estate department
 
Requirements:
  • Three (3) + years of related experience, preferably working for a retailer, retail landlord or brokerage firm.
  • Experience working in a team oriented environment.
  • Proficiency with Excel, Word and Power Point.  Custom lease management system a plus.
  • Ability to balance and prioritize multiple responsibilities and effectively manage projects without daily oversight.
  • Confidence in dealing with senior executives both internally and externally.
  • Experience working for a multi-brand company.
  • Strong communication and follow-up skills. Attention to detail.
 

 

  • Apply with Adecco

Reference number US_EN_99_172109_392345