Business Coordinator

Effy Jewelry; New York (NY); Hybrid; USD 60,000 - 70,000; Full time

Job summary

HFDF (Hematian Family Duty Free), a subsidiary of Effy Jewelry, seeks a Business Coordinator to support senior leadership at the New York City headquarters. You will coordinate cross-functional projects, manage calendars and travel, and drive efficient execution across the retail division.

This onsite role is four days a week with Fridays remote. Ideal candidates have 1–3 years in executive support, strong communication, discretion, and proficiency with Microsoft Office and Concur/Outlook to

Qualifications

• 1–3 years in Executive Assistant/Business Coordinator or similar supporting senior leadership.
• Exceptional organizational skills with ability to handle multiple priorities and deadlines.
• Strong written and verbal communication; able to draft executive-level correspondence.
• High discretion handling confidential information.

Responsibilities

• Coordinate the senior leadership's calendar, resolving scheduling conflicts and prioritizing time.
• Oversee domestic and international travel itineraries, accommodations, and logistics.
• Prepare and reconcile expense reports in a timely manner per policy.
• Monitor senior leadership's email, draft responses, and surface background information.
• Oversee correspondence, meeting prep, and track key initiatives.
• Facilitate cross-functional communication, follow-up items, and agenda prep.
• Maintain organized files, records, and confidential documents.
• Conduct research and compile data to inform leadership decisions on merchandising or planning.
• Manage relationships with select external vendors/partners for leadership.
• Own projects assigned by leadership and drive prioritization and execution.
• Recommend and implement process improvements across the team.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Discretion

Tools

Microsoft Office

Concur

Outlook

Job description

HFDF (Hematian Family Duty Free) is a subsidiary of Effy Jewelry and a leading onboard retail concessionaire operating across 20 cruise ships. From everyday essentials to preloved luxury timepieces, HFDF delivers a curated, full-spectrum shopping experience at sea — meeting passengers wherever they are, whether they need a bottle of Tylenol or a pre-owned Rolex. As a high-volume, multi-category retailer operating in a unique and dynamic environment, HFDF combines the operational complexity of shipboard commerce with the brand standards and strategic ambition of the Effy family of businesses.

Job Overview

The Business Coordinator will play a key role in supporting day-to-day business activities, coordinating cross-functional projects, and ensuring smooth communication across the retail division. This individual will act as a central point of contact, handling administrative and operational needs to help drive efficiency, execution, and alignment across teams.

The position is based at our New York City headquarters and requires working onsite four days a week, Fridays remote.

Key Responsibilities

• Coordinate the senior leadership's calendar, proactively resolving scheduling conflicts and prioritizing time against key business needs.
• Oversee all aspects of domestic and international travel, including itineraries, accommodations, and logistics.
• Prepare and reconcile expense reports in a timely manner, ensuring compliance with company policy.
• Monitor and manage the senior leadership's email inbox — flagging items requiring her direct attention, drafting responses where appropriate, and surfacing relevant background information so she can act quickly.
• Oversee correspondence, meeting preparation, and tracking key initiatives.
• Facilitate cross-functional communication between departments, including follow up items and agenda preparation.
• Maintain organization of files, records, and confidential documents.
• Conduct research and compile data to inform leadership's decision-making on merchandising or planning initiatives.
• Manage relationships with select external vendors or partners on behalf of the senior leadership.
• Own projects assigned by leadership, exercising independent judgment on approach, prioritization, and execution.
• Recommend and help implement process improvements across the team.

Qualifications

• 1-3 years of experience as an Executive Assistant, Business Coordinator, or similar role supporting senior leadership, or equivalent internship experience within retail, merchandising, or planning.
• Exceptional organizational skills with the ability to manage multiple priorities and shifting deadlines.
• Strong written and verbal communication skills; comfortable drafting correspondence on behalf of an executive.
• High degree of discretion and sound judgment when handling confidential and sensitive information.
• Proficiency in Microsoft Office and calendar/travel management tools (e.g., Concur, Outlook).
• A proactive, solutions-oriented mindset with strong attention to detail.

Salary Range

$60,000 – $70,000 annually, depending on experience and qualifications.

Candidates must have valid work authorization for the U.S. at the time of application and throughout employment; we are not able to sponsor visas.

Effy Jewelry is committed to diversity in its workplace and is proud to offer equal employment opportunities to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, veteran status, or any other legally protected characteristic in the location in which the candidate is applying. Effy Jewelry applicants are assessed solely on their qualifications for the role, without regard to disability or need for accommodation.