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 to provide core administrative support, including calendar management, travel coordination, and budget management. This role reports to the Vice President of Operations and is based in New York.

The candidate will plan large-scale meetings, support ad-hoc projects, and facilitate day-to-day office operations while maintaining confidentiality and professional discretion.

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.
• Ability to communicate and liase 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 executive leadership team; manage travel schedules and conflicts.
• Assist leadership with meetings, expense reports, invoicing, filing, shipping, supplies, visitors, and planning events.
• Book travel, hotels, car service for international and domestic trips and process expense reports.
• Manage departmental budgets, invoices, and expense reports with accuracy and compliance.
• Organize departmental meetings, lunches, and celebrations; prepare agendas and minutes.

Skills

Communication

Interpersonal skills

Confidentiality

Discretion

Emotional intelligence

Social etiquette

Verbal/written communication

Education

Bachelor's degree

Tools

Microsoft Office

SAP

Job description

Are you a good match? For this role, we are looking for the candidate to have a 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 liase with executives and leaders as well as a diverse employee population with excellent verbal, written, and interpersonal communication skills. You will have a high level of confidentiality, discretion, professional maturity, emotional intelligence & social etiquette. You will have advanced-level experience with Microsoft Office; SAP is a plus.

What are we expecting from you?

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 will help to facilitate the day-to-day activities and administrative operations of the office. This role reports to the Vice President of Operations and is based in New York.

Responsibilities

In this role, you will:

• 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 spread sheets and Word documents as needed.

More than a role…we recruit for a career!

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.

Richemont offers a generous compensation and benefits package for eligible employees.

Expected Salary Range- $95,000 - $105,000 (Annual)

This role is bonus eligible