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Administrative Assistant III
at Hallmark
Kansas City, MO

Administrative Assistant III
at Hallmark
Kansas City, MO

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Description

reqid: 32371

WHEN YOU CARE ENOUGH YOU CAN CHANGE THE WORLD.

You need a job. You want a career. Working someplace you can be yourself and belong while creating something that makes a difference. Something that makes the world a better place. Perfect timing. Hallmark is looking for someone like you.

 

The Hallmark Retail division is made up of a diverse group of people and functions, but we have one thing in common – we all support Hallmark Gold Crown stores in some way. We work to bring the Hallmark brand to life in retail and online, to ensure we are meeting customers exactly where they are. We help people connect with ease in a thoughtful and emotional way. We believe that sharing love and appreciation can change someone’s day—maybe even the world. T his Hallmark portfolio of business is led by Steve Farley, our President of Hallmark Retail.

Reporting directly to the President of Hallmark Retail, the Administrative Assistant III provides administrative support and may interact with the Board of Directors, senior leaders, management teams and external parties. The Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President of Hallmark Retail. The Administrative Assistant organizes and coordinates executive outreach and oversees special projects.

ESSENTIAL RESPONSIBILITIES

  • Assists the President - Hallmark Retail with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings. Assist in planning company events. 
  • Communicates with employees on the President's behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities with the Hallmark Executive Leadership team.
  • Prepare communications ranging from emails to spreadsheets, reports, documents, and PowerPoint presentations that are highly professional and appropriate for clients and executive audiences, sometimes with short timeframes, changing information, or limited direction. Materials are usually highly confidential and require a high degree of accuracy, timeliness, and discretion. Will serve as the primary contact for the company and respond as appropriate to incoming calls, emails, and correspondence on behalf of the office. A very high degree of professionalism – from demeanor through grammar – is expected in all communication, both verbal and written.
  • Complete ongoing administrative duties such as implementing and maintaining efficient and effective processes for daily work and organizational systems (both physical and electronic), completing expense reports, being the liaison between the company and outside parties, processing email/voicemail and escorting visitors.
  • Manage all work, information, correspondence with the highest level of confidentiality and judgment regarding either assigned or other duties to support the President.

 

REPORTING ACCOUNTABILITIES

Role reports directly to the President - Hallmark Retail and may support work with Board of Directors.  W orks directly with senior level leadership team.

WHO YOU ARE
Our ideal candidate is proactive and works independently while being a collaborative and reliable partner. They are trustworthy and able to handle confidential information appropriately. This senior leadership team works with a high degree of collaboration, communication and urgency; so the ability to multi-task and prioritize across projects and day-to-day activities is important.  Someone who seeks to understand and asks questions to ensure they are doing the right work towards the right results is beneficial. A high degree of personal leadership is just as important as technical, organizational, communication and people skills.  We need a good thinker and hard worker who can set the pace for this high-functioning office and stay one step ahead to help the team succeed.

Interested? Follow the application instructions below to apply.

 

APPLICATION INSTRUCTIONS:

You must show how you meet the basic qualifications (listed below) in a resume or document you upload, or by completing the work experience and education application fields. Accepted file types are Microsoft Word (DOC or DOCX), PDF, HTML, or TXT. 

 

BASIC QUALIFICATIONS

  • High school diploma, GED or equivalent  
  • Minimum of 6 years of administrative experience
  • Minimum of 2 years’ experience as an assistant for a senior manager or officer
  • Experience with Outlook, Excel, Powerpoint and Sharepoint (Microsoft 2010 or later version).
  • Testing for external candidates will be conducted if selected for an onsite interview.

 

PREFERRED QUALIFICATIONS

  • Associate or Bachelor's degree preferred
  • Excellent writing, editing, grammatical, organizational, and research skills.
  • Advanced experience with Outlook, Excel, Powerpoint and Sharepoint (MS 2010 or later)
  • Strong verbal communication skills, able to skillfully communicate with a variety of audiences with little direction.
  • Excellent organizational and prioritizing skills, with ability to multi-task, meet deadlines and accurately manage details while working with different people
  • Strong client-focus and collaborative approach to work. Works effectively with a diverse mix of team members, clients, external contacts, etc.
  • Good thinker who identifies next steps in work, asks good questions, identifies potential issues and recommends solutions
  • High degree of professionalism, including being flexible, calm, positive, reliable, able to successfully learn on their own and navigate ambiguity, and exercises discretion
  • Maintains confidentiality and demonstrates mature judgment about what can be shared
  • Exemplary personal leadership, including a will to win as a team, high level of personal accountability, learning agility and resourcefulness
  • Strong technical acumen to successfully work in a variety of systems and leverage technology to work smarter and produce better results
  • Ability to work independently and with professional discretion.

 

ADDITIONAL INFORMATION

In compliance with the Immigration Reform and Control Act of 1986, Hallmark Cards, Inc. and its subsidiary companies will hire only individuals lawfully authorized to work in the United States. Hallmark does not generally provide sponsorship for employment. Employment by Hallmark is contingent upon the signing of the Employment Agreement, signing of an agreement to arbitrate in connection with the Hallmark Dispute Resolution Program, completing Form I-9 Employment Eligibility Verification, passing the urinalysis drug screen, education verification and satisfactory reference and background checks.

BENEFITS AND PERKS:
At Hallmark, we help people feel connected to what matters. That's true of our employees, just as it is our consumers. Providing benefits that support the lives and wellbeing of Hallmarkers is among the most important investments the company makes.

Hallmark benefits are designed to give you choices. Wherever you are in life, we want you to find the benefits that are right for you and your loved ones. Explore the Hallmark Benefits Guide to learn more.

Hallmark is an equal opportunity employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, age, pregnancy, national origin, physical or mental disability, genetics, sexual orientation, gender identity, veteran status, or any other legally-protected status. Principals only please.

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