Administrative Assistant - Marketing

Be part of an amazing story Macy’s is more than just a store. We’re a story. One that’s captured the hearts and minds of America for more than 160 years. A story about innovations and traditions…about inspiring stores and irresistible products…about the excitement of the Macy’s 4th of July Fireworks, and the wonder of the Thanksgiving Day Parade. We’ve been part of memorable moments and milestones for countless customers and colleagues. Those stories are part of what makes this such a special place to work. Job Overview The Marketing Administrative Assistant provides comprehensive administrative and clerical support to ensure seamless daily operations, meetings, and special projects. This role requires meticulous attention to detail, proactive problem-solving, and the ability to manage multiple responsibilities with discretion and professionalism. Key responsibilities include coordinating meetings and travel, preparing reports and presentations, managing calendars, handling expense reconciliation, and maintaining effective office operations in collaboration with internal teams. The ideal candidate will exercise sound judgment, maintain confidentiality, and foster strong relationships across the organization while ensuring efficient communication and workflow. What You Will Do

Provide comprehensive administrative and clerical support for routine daily meetings, special projects and other areas were applicable as assigned, meticulously considering each step and devising effective solutions. Generate ad hoc reports and presentations, and manage special projects as required. Coordinate internal and external meetings, manage responses to meeting requests in a timely manner, compile and distribute meeting materials, and arrange necessary technology, including web and video conferencing. Additionally, coordinate catering orders and delivery. Exercise sound judgment, discretion, and maintain confidentiality regarding sensitive information; ability to make decisions independently. Undertake basic accounting duties such as processing invoices and ensuring accurate expense allocation. Collaborate with the Central Finance team as necessary. Coordinate with Facilities, Macy’s Tech, HR, and other partners to ensure smooth office operations. Coordinate the distribution of incoming and outgoing communications, including emails, memos, letters, reports, newsletters, and phone calls. Manage the calendar for leaders using Outlook, ensuring efficient scheduling and coordination. Arrange and organize travel arrangements, departmental activities, and meeting spaces, including coordinating catering when necessary. Establish, develop, and maintain an effective filing system to ensure easy retrieval of documents. Reconcile travel and monthly expenses and prepare and submit accurate expense reports. Foster an environment of acceptance and respect that strengthens relationships, and ensures authentic connections with colleagues, customers, and communities. In addition to the essential duties mentioned above, other duties may be assigned based on the needs of the business.

Skills You Will Need Proficiency with Technology: Strong expertise in Word, Excel, and PowerPoint to create polished presentations, detailed reports, and accurate spreadsheets. Ability to understand and engage with modern technology including proficiency using computers and electronic/handheld devices. Time Management and Organization : Ability to prioritize tasks, manage leaders’ calendars efficiently, and handle multiple responsibilities seamlessly. Demonstrates strong attention to detail and organizational skills with the ability to prioritize tasks efficiently, and multi-task in a fast-paced environment. Communication Skills: Excellent written and verbal communication skills to interact professionally with diverse teams, vendors, and executive-level stakeholders. Interpersonal Skills: Proven ability to foster strong working