Executive Staff Assistant

Role Overview

This position supports senior leaders, their direct reports, and the broader team with day-to-day administrative coordination. The role calls for strong organization, discretion, and the ability to keep multiple priorities moving in a fast-paced setting.

Core Responsibilities

The assistant will handle executive calendars, coordinate meetings across multiple time zones, and make sure scheduling priorities are clear and managed accurately. The role also includes preparing agendas for weekly direct report meetings and supporting follow-up actions.

Travel and expense duties include reviewing and approving invoices and expenses on time, organizing both domestic and international travel, and preparing detailed itineraries covering flights, visas, hotels, and meeting schedules. Issues related to travel or expenses must be resolved promptly.

For communication and documentation, the role involves preparing presentations and other materials for internal and external partners, maintaining confidential reports and meeting documents, and managing sensitive or proprietary information appropriately. The assistant is expected to clarify priorities when needed and maintain strong working relationships with leaders, peers, and associates.

Day-to-day work also includes answering and routing calls and emails, managing hourly associate timekeeping and PTO calendars in Kronos, supporting salary associate timekeeping, helping with IT tickets, new hire setup, meeting room bookings, and ordering supplies or samples. Additional tasks may be assigned as business needs change.

Work Style and Schedule

This is a high-activity role that requires strong time management, the ability to balance several executives’ needs, and a detail-focused approach to deadlines. Flexibility to work beyond standard hours may be needed. Some work is remote, but in-person collaboration is required for essential tasks based on business needs, and the amount of office presence may vary by week. Occasional availability outside U.S. time zones may also be necessary because of travel schedules or international partners.

Qualifications

A completed Associate’s or Bachelor’s degree is preferred, though equivalent experience may also be considered. The ideal candidate has at least 5 years of prior experience supporting executive leadership in a high-touch environment. Experience handling extensive international travel and visa applications is important, and familiarity with Concur, Ariba, or similar expense tools is preferred.

Strong analytical ability, organization, interpersonal judgment, and problem-solving skills are needed, along with excellent verbal and written communication. Candidates should be comfortable in multicultural environments, work well in teams, stay self-motivated, and demonstrate careful attention to detail, deadlines, and reporting. A strong command of Google Workspace and internet-based applications is expected.

Compensation and Benefits

The starting pay is based on factors such as relevant experience and location. Eligible associates may receive medical, vision, and dental coverage, wellness benefits, 401(k) retirement benefits, life and disability insurance, an employee stock purchase program, paid time off, paid sick leave, and parental leave benefits.

Paid time off, sick leave, and holiday pay depend on job level, job type, job location, employment classification, and years of service. The company may also offer discretionary bonuses and other incentives at its discretion.

About the Company

American Eagle Outfitters, Inc. is a global specialty retailer known for brands such as American Eagle, Aerie, OFFL/NE by Aerie, Todd Snyder, and Unsubscribed. The company operates in the United States, Canada, and Mexico, and its products are available in more than 30 countries through license partners.

The organization emphasizes an inclusive culture and is committed to equal opportunity employment and reasonable accommodations in line with applicable law.

Additional Information

Applications may be accepted until the stated closing date if one is provided, and the posting may remain open longer depending on applicant volume. The job identification number is 27515, the job category is HR, and the schedule is full time.