Administrative Assistant

CIRCA; Barcelona; On-site; EUR 29,000 - 36,000; Full time

Benefits offered by this job

Inclusive culture

Growth opportunities

Job summary

CIRCA, a luxury pre-owned jewelry company, invites applications for an Administrative Assistant based in Barcelona. The role supports clerical, reception and accounting duties, with opportunities to travel to buying events. Fluency in English, Spanish and Catalan is required; German or French is a plus.

We value autonomy, organization and strong communication as you support multiple teams in a fast-paced environment. Experience in export/international shipments is preferred.

Qualifications

• 5 years experience in a fast-paced, deadline-oriented environment.
• 3-5 years of administrative experience required.
• Luxury Goods industry background preferred.
• Experience with Microsoft Office and ERP/CRM systems preferred.
• Must speak English, Spanish and Catalan; interviews will be in English; German or French a plus.

Responsibilities

• Create/manage client appointments for database and office calendar.
• Report daily activity and checks as assigned.
• Handle clerical purchasing, data entry, invoicing and document scanning.
• Prepare items for shipment, label, record images, stock in system, invoicing.
• Manage monthly accounting reports, bank balances and tax filings.
• Order office supplies and manage office opening/closing duties.
• Assist with Marketing duties and reception tasks.
• Greet clients, collect client IDs and jewelry images, respond to emails and calls.
• Create new client vendors and documentation daily.
• Travel with Buyers to events 1-2 times per month, company paid.

Skills

Multitasking

Communication

Interpersonal skills

Travel readiness

Tools

Microsoft Office

ERP

CRM

Job description

We are Worthy & Circa Jewels. Our combined businesses are here to remake the world of pre-owned luxury jewelry. We use our expertise, technology and connections to get jewelry sellers the absolute most for their jewelry. We are passionate about quality, sustainability, and the valuation of finely crafted jewels.

We are a group of people that are not only passionate about our work but about each other and our customers. Our flat hierarchy and organizational structure create an open environment where all feel comfortable to voice ideas, and we love the smart, creative minds of people who take pride in what they do.

The Administrative Assistant will assist the administrative staff with clerical and reception duties. This is an exciting opportunity to gain experience in the luxury goods industry while utilizing your administrative background.

What You'll Do

• Create/manage client appointments for both the database and office calendar
• Report daily activity reports and check register and other reports as assigned
• Clerical purchasing duties which include but are not limited to: recording data in proprietary company software and Excel spreadsheets, scanning documents, invoice collection and preparation
• Accurately prepare items for shipment, which includes but is not limited to: labeling, recording images for digital library, stocking into the system, invoicing, and processing inbound and outbound shipments
• Administrative accounting responsibilities, which include but are not limited to: updating and sending check register/bank balance, filing invoices, setting up payment calendar, tax filing, preparing/sending monthly accounting reports
• Order office supplies, restock as necessary, open/close office and elevators
• Assist with Marketing duties
• Assist with reception duties, which include but are not limited to greeting clients, preparing police reports digitally and by hand, and recording client ID and jewelry images
• Respond to client emails and phone calls
• Create new client vendors and documentation on a daily basis in compliance with directives
• Accompany Buyers at buying events out of town, which requires travel that the company will pay for. May occur 1-2 times per month.

Who You Are

• Self-motivated, proactive, and able to meet the demands of a high-performing team
• Quick, organized, and responsive, with excellent multitasking and communication skills, impeccable manners, and a polished, courteous, and welcoming front-desk presence
• Ability to work cross-functionally with different teams and company stakeholders
• Ability to adapt to changing business needs and ability to manage multiple moving parts
• Results-oriented, strategic thinker with an ability to learn and contribute
• Ability to travel 1-2x a month to accompany Buyers at buying events out of town

What You Have

• 5 years' experience in a fast-paced, deadline-oriented environment
• 3-5 years of administrative experience required
• Luxury Goods industry background preferred
• Excellent interpersonal skills with the ability to cultivate good working relationships both internally and externally
• Experience in export/international shipments preferred
• Strong analytical and organizational skills with knowledge of Microsoft Office and other relevant applications. ERP and CRM experience a plus
• Must speak, read, and write English as well as Spanish and Catalan; interviews will be in English
• Fluent in German or French would be a plus

What We'll Give You

• A supportive, inclusive culture in an organization that values your contributions
• Opportunities for personal and professional growth through work experience and mentorship