Administrative Assistant - Marketing

About Macy's

Macy’s is more than a retail store; it represents a legacy of American tradition and innovation spanning over 160 years. Renowned for its inspiring stores and iconic events like the Macy’s 4th of July Fireworks and Thanksgiving Day Parade, Macy’s creates unforgettable memories for customers and employees alike, making it a unique and special workplace.

Job Overview

The Marketing Administrative Assistant is responsible for delivering thorough administrative and clerical assistance to ensure smooth execution of daily activities, meetings, and special projects. This position demands exceptional attention to detail, proactive problem-solving skills, and the capability to handle multiple tasks with professionalism and discretion. Responsibilities encompass coordinating meetings and travel arrangements, preparing reports and presentations, managing executives’ calendars, processing expense reconciliations, and supporting office operations through collaboration with internal teams.

Key Responsibilities

• Provide detailed administrative and clerical support for routine meetings and assigned special projects with thoughtful planning and problem-solving.
• Prepare on-demand reports and presentations, and monitor the progress of special projects.
• Schedule and coordinate internal and external meetings promptly, manage participant responses, compile and distribute necessary materials, and arrange required technology such as web or video conferencing tools; also handle catering logistics.
• Maintain confidentiality and apply sound judgment in handling sensitive information; independently execute basic accounting tasks including invoice processing and expense allocation in coordination with Central Finance.
• Collaborate with Facilities, IT, HR, and other departments to maintain effective office operations.
• Manage distribution of all incoming and outgoing communications including emails, memos, letters, newsletters, and phone calls.
• Administer leader calendars with Microsoft Outlook for optimized scheduling and coordination.
• Organize travel plans, departmental events, and meeting locations, including catering arrangements when applicable.
• Develop and sustain a systematic filing system to facilitate easy document access.
• Reconcile travel and monthly expenses, prepare accurate expense reports, and submit accordingly.
• Promote a respectful and inclusive work environment strengthening connections with colleagues, clients, and communities.
• Perform additional duties as required based on business needs.

Required Skills and Attributes

• Expertise in Microsoft Word, Excel, and PowerPoint for creating professional reports, presentations, and spreadsheets.
• Comfortable with modern technology and electronic devices.
• Strong organizational aptitude to prioritize tasks effectively, manage calendars, and juggle diverse responsibilities in a dynamic setting.
• Excellent verbal and written communication abilities, facilitating positive engagements with internal and external stakeholders.
• Proven interpersonal skills to build and maintain productive working relationships across teams.
• Resourcefulness, adaptability, and proactive thinking to handle challenges and shifting priorities efficiently.
• Experience in expense and budget management via relevant systems ensuring accurate financial practices.
• Capability to work independently and collaboratively within teams, managing projects through to timely completion.
• High discretion and professionalism, maintaining confidentiality and representing the division suitably.

Candidate Profile

• Committed to delivering excellent service with hospitality, professionalism, and a people-centered approach.
• Bachelor’s degree or equivalent professional experience in a related field strongly preferred.
• Prior administrative assistant or comparable leadership support experience is advantageous.
• Physical requirements include sitting, talking, hearing, manual dexterity, lifting up to 30 lbs, standing for prolonged intervals, stooping, kneeling, crouching, climbing ladders, and visual acuity including color vision and focus adjustment.
• Must be able to work onsite in the office 3-5 days weekly with a flexible schedule and demonstrate reliable attendance and punctuality.

Benefits and Additional Information

• Competitive compensation and comprehensive benefits including medical, vision, dental, life, and disability insurance.
• 401(k) plan with company matching.
• Paid time off and eight paid holidays annually.
• Opportunities for continuous learning and leadership development.
• Membership in Colleague Resource Groups and volunteer program participation.
• Merchandise discounts, performance bonuses, annual merit reviews.
• Employee Assistance Program offering mental health counseling and financial/legal advice.
• Tuition reimbursement options available.

This job description is subject to modification by Macy’s, Inc. at any time. The company is an Equal Opportunity Employer committed to diversity and inclusion.