Administrative Assistant

TOMS Shoes

Multiple Locations

0 year(s)
Job Description
TOMS is in business to improve lives. When you wear or work with TOMS, you help fund access to mental health resources for the millions of people who need them.
About the Role:
The Administrative Assistant will work directly for the Executive Administrator to support the business across all departments with emphasis on the TOMS Executive, Legal, and Finance teams. The ideal candidate will have the ability to learn quickly, think creatively, anticipate needs, exhibit sharp attention to detail, and juggle various responsibilities with ease. They will be able to manage multiple priorities including, but not limited to: partnering with the Executive Administrator, Culture & Experience Committee, People Team, Product Team, and Sales Team to plan and execute internal events, conferences, and staff meetings, preparing reports and correspondence, sourcing vendors and venues, initiating and responding to emails and phone calls, filing and organizing legal and financial documents, arranging travel, coordinating food & beverage services, and completing other administrative tasks as needed. Often a first point of contact for visiting guests, the Administrative Assistant must be professional, friendly, and possess an understanding of our business purpose while representing it with integrity & enthusiasm.

The Ideal Candidate Is:
Proactive: always thinking 2-3 steps ahead - anticipates the needs of projects, teams, and individuals
Resourceful: a self-starter that thrives in a fast-paced environment
Collaborative: a thoughtful, considerate, and kind team player
Meticulous: detail oriented, diligent, and strives for excellence
Adaptable: willing to roll up their sleeves and flexible to change
Conscientious: understands the importance of handling sensitive matters with discretion and poise
Articulate: possesses strong organizational and communication skills - written and verbal
Compassionate: enjoys a support-based role and is motivated by a desire to help others

What Youll Do:
General / Administrative
Review, analyze, and file a variety of legal & financial documents
Process vendor invoices and expense reports
Assist in planning, preparing, and executing company events
Foster relationships with external venues and vendors
Purchase office and event supplies within budget limitations
Research and source gifts for clients, partners, and employees
Coordinate meetings and create calendar invitations via Outlook
Book conference rooms & prepare meetings spaces
Liaise with IT team for technical assistance and needs (AV, monitors, printers, laptops, Zoom, etc)
Organize food and beverage service for various meetings and occasions
Arrange travel (domestic & international) and create detailed itineraries
Additional duties as assigned
Acts as a primary point of contact for the tracking and filing of all TOMS legal documents
Administers and maintains digital filing system via ContractWorks
Assists with digital signatures, document drafting, redlining, and completion
Monitors internal approval process for all documents from start to finish
Supports a variety of departments with vendor invoice submissions via Concur
Allocates cost centers & GL codes for expenses efficiently & accurately via Concur
Tracks requisitions, purchase orders, and payments
Identifies and reports any discrepancies or potential issues

What You Bring:
2-5 years of Executive or Administrative Assistant experience
Microsoft Outlook calendar management experience
Legal / Paralegal experience (ContractWorks knowledge is preferred)
Financial (experience with Concur is preferred)
Commitment to making kindness in business a standard
Event planning / event production
Microsoft Suite; Google Docs; OneDrive; Sharepoint; SAP

What We Give:
$26.92 31.25/hr, depending on experience, plus an annual bonus based on the company's performance
Hybrid work environment - work from home most days and come into the office when you need to
A $600 stipend when you join to furnish your home office how you like, plus $100 annually to refresh your supplies and gear
Medical, dental, and vision insurance; 401K with company matching
A generous PTO policy + 12 paid annual holidays + one floating holiday
Half-Size Fridays: enjoy weekends starting at noon each Friday
4 free pairs of shoes per year (yes, free!)
Employee Discount on all of our products plus discounts on partnering businesses
Wellness classes & resources (mental health, exercise, parenting, personal finance, nutrition, etc.)
Anti-Racism educational opportunities, including company-wide days of learning
Opportunities to volunteer with Impact Partners and Community Organizations

Don't meet every single requirement? We still encourage you to apply! Studies show that women, non-binary applicants, and people of color are less likely to apply for jobs unless they meet every single qualification. However, at TOMS, our diverse backgrounds, perspectives, identities, and talents help us thrive.
TOMS is a proud B Corporation and a member of the Fair Labor Association. We're committed to transparent and equitable compensation, benefits, and opportunities.
EEO Statement: TOMS is an equal opportunity employer, committed to intentional anti-racism in all areas of our organization and will consider qualified applicants with criminal histories in accordance with the L.A. Fair Chance Initiative Ordinance.

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