Executive Assistant, Finance & Operations

Van Cleef & Arpels; New York (NY); On-site; USD 95,000 - 105,000; Full time

Job summary

Van Cleef & Arpels in New York seeks an Executive Assistant to the Vice Presidents of Finance & Operations. The role provides calendar management, travel coordination, budget oversight, and project support from the New York office.

Ideal candidates hold a Bachelor’s degree with at least five years of experience supporting senior executives, preferably in luxury retail, and have strong MS Office skills with SAP as a plus. This position requires discretion and professional maturity.

Qualifications

• Bachelor’s degree and a minimum of five years’ work experience, preferably supporting luxury retail executives; Events planning and project management experience is preferred.

Responsibilities

• Provide scheduling support to the Finance and Operations leadership team; manage travel schedules and conflicts.
• Assist with administrative tasks such as scheduling meetings, expense reports, invoices, filing, shipping, and supplies.
• Book travel, hotels, car service for international and domestic travel and process expense reports per policies.
• Manage and track departmental budgets, invoices, and expense reports; ensure accuracy and cost-effectiveness.
• Support team culture by organizing meetings, lunches, and celebrations; prepare agendas and minutes.
• Maintain relationships with other Executive Assistants, Senior Executives, and global colleagues.
• Coordinate Sustainability initiatives and volunteer activities for the department.
• Assist Executives with special projects from start to finish with minimal guidance.
• Assist in onboarding of new team members.
• Develop PowerPoint presentations, Excel spreadsheets, and Word documents as needed.

Skills

Executive support

Calendar management

Communication

Confidentiality

Microsoft Office

SAP

Education

Bachelor's degree

Tools

PowerPoint

Excel

Word

SAP

Job description

About the Role

The Executive Assistant to the Vice Presidents of Finance & Operations will provide core administrative support including calendar management, booking & coordinating travel, budget and expense management, and assisting with planning, negotiating large scale meetings and other ad-hoc projects as needed. This role supports the day-to-day activities and administrative operations of the office. The position reports to the Vice President of Operations and is based in New York.

Requirements

Bachelor’s degree and a minimum of five years’ work experience, preferably supporting luxury retail executives; Events planning and project management experience is preferred. You will have the ability to communicate and liaise with executives and leaders as well as a diverse employee population with excellent verbal, written, and interpersonal communication skills. High level of confidentiality, discretion, professional maturity, emotional intelligence & social etiquette. Advanced-level experience with Microsoft Office; SAP is a plus.

Responsibilities

• Provide scheduling support to the Finance and Operations members of the Executive leadership team (CoDir); manage travel schedules anticipating and resolving conflicts.
• Assist the Leadership team with administrative tasks, such as scheduling meetings, managing expense reports, invoice processing, filing, shipping, ordering supplies, receiving visitors, and planning events and coordination for team meetings.
• Book travel, hotels, car service for international and domestic travel and process corresponding expense reports accurately and in compliance with company policies.
• Manage and track departmental budgets, invoices, and expense reports; ensure accuracy, compliance, and cost-effectiveness.
• Support the team culture by organizing departmental meetings, lunches, and celebrations; create meeting agendas and take & distribute minutes.
• Maintain strong relationships with other Executive Assistants, Senior Executives, their direct reports and global colleagues.
• Manage all administrative tasks and coordination for Sustainability benefits and initiatives including volunteer day organization and execution.
• Assist each Executive by organizing and executing special projects from start to finish with minimal guidance.
• Assist in aspects of the onboarding of new team members.
• Develop high-level PowerPoint presentations, Excel spreadsheets and Word documents as needed.

Benefits and Compensation

Richemont offers a generous compensation and benefits package for eligible employees. Expected Salary Range- $95,000 - $105,000 (Annual). This role is bonus eligible.

By joining Van Cleef and Arpels, you will be part of a Maison where employee career development is at the heart of our ambition. Upon your arrival, you will be immersed in our enchanting world with trainings on our history, know-how and creations.

Recruitment Process

Applicants must have valid work authorization for employment in the USA. Please submit an application online. If your profile matches our search criteria, you will be contacted by the Talent Acquisition team for an interview. The recruitment process will consist of several interviews at various levels of the organization.