Executive Assistant Job at Ann Taylor (Hingham)

Job Description

The Executive Assistant provides proactive support to Talbots brand leadership while partnering with the broader Executive Assistant team supporting other brand leaders and the KnitWell Group Executive Committee. This role operates as a strategic support partner, enabling senior executives to function at maximum effectiveness within a complex, fast-moving, multi-brand organization. The ideal candidate is an experienced Executive Assistant who brings sound judgment, discretion, and presence, and is capable of supporting leaders with distinct personalities, priorities, and functional responsibilities. This position requires anticipating needs, navigating competing demands, and seamlessly coordinating across the enterprise with executive peers, Boards, brand presidents, functional leaders, and external partners. This role is ideal for an experienced Executive Assistant who views the position as a long-term strategic partnership and takes pride in enabling enterprise leadership at the highest level. This role requires working on-site 4 to 5 days per week, Monday through Thursday with flexibility on Friday, at Talbots corporate office in Hingham, MA. Candidates must have reliable transportation for commuting to and from the office, as well as for occasional off-site meetings, errands, or other business-related needs. Ideally, candidates should live within approximately 30 minutes of the office to support the on-site schedule and local travel requirements.

Job Responsibility

Serve as a trusted support partner for brand leadership, proactively managing priorities, anticipating needs, and identifying opportunities to streamline decision-making and execution
Provide end-to-end executive support across calendars, travel, communications, expenses, records management, and follow-ups, ensuring alignment with business priorities
Exercise strong judgment to prioritize time, meetings, and information flow, advising executives on scheduling tradeoffs and shifting priorities
Proactively manages complex travel planning for supported executives, and partners with other Executive Assistants to align on and adjust schedules, logistics, and itineraries
Own complex calendars across multiple executives and stakeholders
balance internal meetings, brand leadership sessions, Board-related activities, and external engagements
Actively partner with other Executive Assistants across brands and Shared Services to resolve conflicts, align leadership schedules, and finalize agendas
Prepare executive leaders for meetings through agenda development, briefing materials, pre-reads, and key talking points
Review and prioritize high-volume email and correspondence
draft responses as appropriate while maintaining executive voice and intent
Draft, edit, and finalize executive-level materials including meeting agendas, summaries, status updates, presentations, and select external/internal communications
Maintain strict confidentiality while managing sensitive information related to strategy, personnel, compensation, and Board matters
Effectively interface with senior leaders and key functional groups across the portfolio
Support enterprise-wide initiatives, leadership forums, and priority projects by coordinating timelines, deliverables, and communications
Maintain corporate and brand calendars in partnership with other administrative support and enterprise leaders to ensure enterprise alignment
Coordinate leadership meetings, offsites, and executive sessions, including logistics, catering, materials, room setup, and follow-up actions
Attend select leadership meetings as needed to capture clear, actionable notes and ensure timely dissemination of decisions and next steps

Requirements

7+ years of progressive executive administrative experience supporting senior leadership, preferably within a large, complex, multi-business organization
Demonstrated success supporting multiple senior executives simultaneously preferred, each with distinct working styles, functional focus, and priorities
Experience within retail, consumer, or brand-driven organizations strongly preferred
familiarity with fast-paced, calendar-intensive environments
Exceptional organizational and prioritization skills, with the ability to manage ambiguity, frequent change, and competing deadlines without loss of quality
Ability to exercise independent judgment, anticipate issues, and proactively solve problems with minimal direction
Ability to understand enterprise-level priorities and functional interdependencies
Proficiency in Microsoft Office (Outlook, PowerPoint, Word, Excel) and executive-level calendar management
comfort producing polished presentations and executive materials
Outstanding written and verbal communication skills, including the ability to communicate effectively with senior leaders, boards, and external stakeholders
Demonstrated discretion and integrity
trusted to manage sensitive and confidential information
Executive presence, emotional intelligence, and adaptability, and able to work confidently with diverse personalities and leadership styles
Proven reputation for accountability, accuracy, and follow-through in high-visibility environments

What we offer

Merchandise discount at select KnitWell Group brands
Support for individual development plus opportunities for career mobility
Local volunteer opportunities, annual donation and volunteer match to eligible nonprofit organizations, and philanthropic activities
Medical, dental, vision insurance & 401(K)
Employee Assistance Program (EAP)
Paid time off & holidays

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