Executive Assistant to the CEO

AFFINITY DESIGNS LLC; New York (NY); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Company parties

Free food & snacks

Paid time off

Job summary

A jewelry design firm in New York seeks a Secretary to provide exceptional administrative support. The ideal candidate will excel in organization and communication, managing the CEO’s calendar and correspondence while maintaining confidentiality. Responsibilities include administrative coordination, office support, and project management. Qualifications include strong computer literacy, proficiency in Microsoft Office, and in-depth knowledge of gemstones. This role requires a detail-oriented individual who can thrive in a fast-paced environment.

Qualifications

• Proven organizational skills with the ability to manage multiple tasks simultaneously.
• Strong phone etiquette and interpersonal skills to communicate effectively with clients and colleagues.
• Experience in office management practices is preferred.
• In-depth knowledge of gemstones, diamonds, and fine and fashion jewelry.

Responsibilities

• Manage the CEO’s calendar, schedule meetings, and coordinate appointments.
• Draft, review, and manage high-level correspondence, emails, memos, and reports.
• Handle sensitive information with a high degree of integrity and confidentiality.
• Maintain and organize important company documents, files, and records.
• Coordinate with other departments for projects and execution of executive decisions.

Skills

Organizational skills

Communication skills

Computer literacy

Clerical skills

Event planning

Tools

Microsoft Office Suite

DocuSign

Outlook Calendar

Job description

Overview

We are seeking a detail-oriented and proactive Secretary to join our team. The ideal candidate will possess strong organizational skills and a commitment to providing exceptional administrative support. This role is essential in ensuring the smooth operation of our office, facilitating communication, and managing various administrative tasks.

Benefits

• Company parties
• Free food & snacks
• Paid time off

Responsibilities

• Executive Support
  • Manage the CEO’s calendar, schedule meetings, and coordinate appointments.
  • Prepare agendas, take minutes, and follow up on action items for internal and external meetings.
  • Organize domestic and international travel arrangements, including flights, accommodations, and itineraries.
• Communication Management
  • Draft, review, and manage high-level correspondence, emails, memos, and reports.
  • Act as a liaison between the CEO and internal/external stakeholders.
  • Screen and prioritize incoming communications and inquiries.
• Confidentiality and Discretion
  • Handle sensitive information with a high degree of integrity and confidentiality.
  • Maintain strict discretion in all matters related to executive leadership and corporate affairs.
• Administrative Coordination
  • Maintain and organize important company documents, files, and records.
  • Assist in the preparation and coordination of board meetings, reports, and presentations.
  • Manage expense reports, invoices, and other financial documentation for the CEO.
• Office and Project Support
  • Coordinate with other departments for projects, follow-ups, and execution of executive decisions.
  • Support the CEO in strategic initiatives, research, and project tracking.

Qualifications

• Proven organizational skills with the ability to manage multiple tasks simultaneously.
• Strong phone etiquette and interpersonal skills to communicate effectively with clients and colleagues.
• Experience in office management practices is preferred.
• Familiarity with DocuSign or similar electronic signature platforms is a plus.
• Ability to plan events efficiently while managing budgets and timelines.
• Proficient in proofreading to ensure high-quality documentation.
• Previous experience in customer service roles is advantageous.
• Demonstrated capability in providing executive administrative support in a fast-paced environment.
• Strong computer literacy, including proficiency in Microsoft Office Suite or equivalent software.
• Proven experience as an Executive Secretary, Executive Assistant, or similar role in the jewelry industry.
• In-depth knowledge of gemstones, diamonds, and fine and fashion jewelry.
• Proficiency in Outlook Calendar for effective scheduling and calendar management.
• Strong computer literacy with experience in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent organizational skills with a keen attention to detail.
• Ability to type efficiently while maintaining accuracy in documentation.
• Strong clerical skills with experience in managing files and records systematically.
• Proven ability to handle confidential information with discretion.
• Effective communication skills both written and verbal to interact professionally with staff at all levels.
• High level of professionalism.