Hybrid Executive Assistant, Product Design chez Cole Haan

The Executive Assistant, Product Design, will report to the Chief Creative Officer and support various members of the design leadership team, including the Chief Product Officer. This position contributes to a fast-paced, dynamic, entrepreneurial organization by utilizing effective communication, teamwork, organizational skills, accuracy, creativity, innovation, and productivity. Responsibilities in this area require working independently, maintaining confidentiality, managing the New Hampshire design studio and studio functions, and providing operational, administrative, project, and office technology support with a minimum of direction. 

CORE ACCOUNTABILITIES:

Calendar, Email, and Meetings:

• Manage calendar functions for Chief Creative Officer, Chief Product Officer and product design leadership as needed.
• Cross-functional calendar/meeting management between internal brand and product disciplines across our NY and NH offices.
• Prioritize all incoming/outgoing email communications as needed for the Chief Creative Officer and design leadership and handle all correspondence and requests for information in a timely manner.
• Interact with other executive administrative assistants and represent Cole Haan, product design, and the cross functional team with internal and external company contacts.
• Manage scheduling and logistical setup for key design intersects and design related meetings, including but not limited to conference room, video conference, and presentation setup.

T&E, Corporate Resources, & Fiscal Responsibility:

• Coordinate all domestic and international travels plans for Chief Creative Officer, Chief Product Officer and product design leadership.
• Prepare and process detailed expense reports for the Chief Creative Officer, Chief Product Officer and design leadership.
• Plan and execute team travel, team events and cross functional meetings.
• Process invoices and purchase orders.
• Partner with Human Resources, Legal, Procurement, and Finance teams to facilitate and execute external temporary worker and contractor agreements.
• Assist with processing of Business Visas for the team as needed.
• Reconcile and track financial reports and spending and identifies savings opportunities; participate in budget management when appropriate.
• Ensure that all business and expense policies are being followed.
• Pursue process improvements to reduce resource time.

Product Design Studio Support:

• Provide project and office technology support to the team.
• Provide overall support in maintaining a tidy and organized creative space (including sample management).
• Assist with building and breaking down design presentation boards and maintaining office and art supplies.
• Coordinate and support activities such as office moves, IT support, budget reconciliation, new hire onboarding.
• Maintain proper function of design IT tools including color printers and large format color plotters, as well as troubleshoots MAC/PC software issues and acts as liaison to the IT Department.
• Manage and compile seasonal design new creation features and benefits information for legal patenting exploration
• Provides overflow and backup support to other Greenland based administrative team members
• Special projects as assigned.