Admin Asst, Product Creation Team

Posted on Nov 13, 2018 by Columbia Sportswear

Carlsbad, CA 92008
Leisure & Sport
Immediate Start
Annual Salary
Full-Time
Essential Functions and Responsibilities:

1. Administrative Support to Product Creation Team leadership

  • Proactively manage and maintain calendar of VP and Sr. Director, including preparation and distribution of any meeting materials, catering and/or AV setup as needed
  • Support scheduling and calendar management for Design Director and Director of Product Line Merchandising (for large scale meetings requiring cross-functional attendance)
  • Coordinate travel and transportation for VP, Sr. Director, Design Director and Director of Product Line Merchandising
  • Prepare and reconcile expense reports for VPs and Directors
  • Prepare departmental and cross-functional meeting agendas; take and disseminate meeting minutes, as requested
  • Closely communicate and partner with Executive Assistant on overall executive team calendaring and plans in order to seamlessly coordinate support



2. Department Administrative Support

With the discretion of each department VP or Sr. Director:
  • Assist with scheduling department meetings including management of the department calendars and preparation and distribution of any materials, and/or AV setup as needed
  • Coordinate and set up large format meetings and events including the annual Vendor Summit and Design Inspiration trip. This may also include assistance with coordinating departmental group travel and/or lodging for both domestic as well as international travel and VISA processing and support
  • Assist with sample and/or color packs, materials and prep
  • Provide and arrange food/catering for meetings and special events
  • Identify and recommend additional opportunities to provide support to leverage productivity
  • Assist with tasks that will ensure overall department organization and cleanliness for samples, supplies, and storage
  • Serves as point of contact for their team on safety related matters
  • Responsible for maintaining office copy machine inventory full and stocked


3. Backup Reception Coverage

Provide back-up office-related support to deliver quality service to external and internal
customers aligned with prAna standards and values.
  • Help ensure front desk guidelines and procedures are documented and maintained; train others, when needed
  • Be part of rotation to cover front desk, including coverage for breaks, meal periods and vacations/absences
  • Refer to Receptionist job description for all duties to perform when filling in for front desk


4. Cross-Functional Administrative Support

  • Commitment to working cross-collaboratively with other members of the extended administrative shared services team
  • Attend regular meetings with extended admin team to proactively identify areas of improvement for internal processes and support functions
  • May partner with extended admin team on large events/assignments at the discretion of the department VP and/or the Culture & People team


Perform other duties as assigned.

Education and Experience Requirements:

  • Bachelor's degree in business or related field preferred but not required or equivalent experience
  • Minimum of 3 years of high level administrative support experience
  • Travel and event coordination experience required


Technical Skills and Experience:

  • Proficiency with MS Office (MS Outlook, PowerPoint, Word and Excel)
  • SharePoint knowledge helpful but not required
  • Concur system for travel and expense management helpful but not required
  • Experience using and maintaining a multi-line phone system


Employee must be able to perform essential functions of position with our without reasonable accommodations.

**Please note: All candidates will be subject to a post-offer background check which may include, depending on position requirements, criminal history, credit history, driving record, employment verification, education and reference check.

EEO/AA Employer/Vets/Disabled/Race/Ethnicity/Sex/Sexual Orientation/Gender Identity/Age

OTS-PRA
OTS-COL

Reference: 561320528

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