Executive Assistant to CEO and President

Stephen Silver Fine Jewelry; Menlo Park (CA); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life Insurance

401K

Pension after vesting

Flexible Time Off

Holiday pay

Daily lunches

Job summary

Stephen Silver Fine Jewelry in the San Francisco Bay Area seeks an organized Executive Assistant to support the CEO and President with calendar management, travel planning, and document preparation.

The role requires discretion, exceptional communication, and the ability to handle multiple tasks in a high-end luxury environment. Onsite position with a dynamic team and substantial growth opportunities.

Qualifications

• High school diploma required; associate or bachelor’s degree a plus.
• Minimum of five years in administrative or executive assistant roles.
• Demonstrated ability to handle confidential information with discretion.

Responsibilities

• Provide 24/7 availability when the executive is traveling.
• Manage executives’ calendars, schedule appointments and meetings.
• Prepare and review emails, reports, memos, and letters.
• Arrange travel, accommodations, and restaurant bookings.
• Open and prepare CEO/President offices each morning; close at day end.
• Record and distribute meeting minutes; manage correspondence.
• Oversee office duties, supplies, and records management.

Skills

Communication

Time management

Collaboration

Professionalism

Discretion

Technical capacity

Stress management

Teamwork orientation

Education

High School Diploma

Tools

MS Office

Job description

For over 40 years, Stephen Silver Fine Jewelry has remained rooted in the San Francisco Bay Area. We are one of America’s premier jewelers dedicated to sharing our expertise in rare gemstones, custom jewelry design, and new and pre-owned luxury timepieces.

At Stephen Silver, you will join a visionary team of talent builders and one of the world’s premier jewelry and watch houses. We believe our role is to serve and guide our customers through their journey of discovering the world's hidden treasures. We strive to create the pinnacle of a high-touch and personal customer experience. You will work with clientele and products that define the most exclusive side of the glittering world of the ultra-high-end watches and jewelry space.

ABOUT THE POSITION:

We are currently seeking a highly organized, detail-oriented Executive Assistant to join our team. This role requires a proactive approach, excellent problem-solving skills, and the ability to maintain high levels of confidentiality. The ideal candidate will demonstrate a blend of professionalism, communication proficiency, and the capacity to manage multiple tasks efficiently.

KEY RESPONSIBILITIES:

• Provide 24/7 availability when the executive is traveling to ensure seamless communication and support.
• Manage and coordinate executives’ calendars, scheduling appointments and meetings to optimize their time.
• Open and prepare the CEO and President's offices in the morning, tidy and close the office at the end of the day.
• Handle all aspects of travel arrangements, including bookings, restaurant reservations, itinerary planning, and coordination of transportation and accommodation.
• Type, prepare, and review various documents, including e-mails, reports, memos, letters, and others.
• Answer phone calls, direct calls to appropriate parties, or take messages as necessary.
• Record, type, and distribute minutes from meetings, ensuring all participants have access to necessary information.
• Manage, track, and inventory wine cellar and tequila/liquor storage.
• Greet visitors with professionalism, determining access to appropriate individuals within the organization.
• Read and analyze incoming memos, submissions, and reports; determine their significance and plan distribution accordingly.
• Oversee general office duties, including ordering supplies, maintaining records management database systems, and ensuring operational efficiency.
• Assist with facility and human resources issues, offering support and coordination as needed.
• Maintain corporate documents, records, and reports, ensuring effective filing and retrieval systems.
• Manage incoming correspondence, including faxes and emails, sorting, and distributing as required.
• Back up and manage other Administrative and Office Administrative Staff responsibilities as needed and to assure coverage for absences.
• Perform other duties and responsibilities as assigned to support the executive and organizational needs.
• Manage and account for CEO and/or Presidents expenses, which includes the Madera restaurant reconciliation.
• Manage storage units, keys, access, and agreements.
• Cover and back up for Office Administrator and/or Front Desk duties, such as phone, mail, deliveries, etc.
• Manager all former EA email accounts / in boxes so information is accounted for until it is decided not to be needed.
• Handle personal assistance duties such as running errands to assist the President and CEO’s with personal responsibilities.
• Other duties as assigned by CEO and/or President.
• Communication Proficiency: Exceptional verbal and written communication skills.
• Time Management: Ability to prioritize tasks and manage time effectively.
• Collaboration Skills: Capable of working well with others and contributing to a positive team environment.
• Personal Effectiveness/Credibility: Maintains a professional demeanor and exercises discretion.
• Flexibility: Adaptable to changing priorities and demands.
• Technical Capacity: Proficient in office software and technology tools.
• Stress Management/Composure: Capable of working under pressure while maintaining a calm demeanor.
• Teamwork Orientation: Works collaboratively to achieve shared goals.

QUALIFICATIONS:

• High school diploma/GED or equivalent required; associate degree or bachelor’s degree a plus.
• A minimum of five years of experience in an administrative or executive assistant role.
• Demonstrated ability to handle confidential information with discretion.
• Highly proficient in MS Office applications and comfortable learning new software and systems.
• Strong organizational skills, attention to detail, time management, and problem-solving capabilities.
• Excellent communication skills both verbal and written

This role is pivotal to the smooth operation of our executive functions and offers the opportunity to contribute significantly to our organizational goals. We encourage you to apply and join our dynamic team if you possess the qualifications, experience, and competencies listed above.

WHY JOIN THIS COMPANY:

• Fast Paced, High performing, caring, fun and dynamic team
• A culture focused on well-being, innovation, and growth
• Generous salary & bonus: Base Pay salary with a high bonus potential
• Incredible benefits: Medical, Dental, Vision, Life Insurance, Flexible Time Off, Holiday pay, winter break closure, 401K and pension after 1-year vesting, and other various company-related perks like daily lunches.

Working Conditions

This job operates in a professional office environment. It routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. Evening and weekend work may be required. This is an onsite position M-F.

Physical Demands

The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this job, the employee is frequently required to sit, use hands to finger, handle, or feel, and reach with hands and arms. The employee must be able to talk and hear to communicate effectively with staff, supervisors, vendors, and the public. This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stand as necessary.