Executive Office Assistant

Role summaryThe Executive & Office Assistant keeps leadership organized and the office running smoothly for a jewelry company of 50+ people. They manage executive calendars, travel and communications, and run day-to-day office operations, including vendors, supplies, facilities and the security procedures a jewelry business requires. They also support company event planning and trade shows, and are the first point of contact for visitors, clients and employees by sitting at the Front Desk with executive support done from there.

Please ensure you read the below overview and requirements for this employment opportunity completely.
Job details and benefits•      Employment type: Full-time•      Work location: In person, on-site•      Benefits:o      401(k) plano      Medical insuranceo      Paid time off (PTO)
Core responsibilities
Executive support•      Manage complex calendars for the CEO and senior leaders, including meetings, calls and priorities.•      Screen and handle emails, calls and requests; draft correspondence and follow up on action items.•      Prepare agendas, meeting materials and presentations; take notes and track decisions.•      Book and manage domestic and international travel, including itineraries, visas and expense reports.•      Keep confidential information (financials, pricing, HR matters, client details) secure and private.
Office management•      Run day-to-day office operations so 50+ employees have what they need.•      Order and manage office supplies, equipment, kitchen and shipping materials.•      Manage vendors and service contracts: cleaning, maintenance, IT support, couriers and utilities.•      Coordinate facilities needs, repairs, seating and office moves.•      Track and process invoices and office budgets with the accounting team.
Reception and front desk•      Greet visitors, clients, retailers and vendors and follow visitor sign-in and escort procedures.•      Answer and route main phone lines and general inbox.•      Receive and log incoming mail and packages; coordinate outgoing shipments.
Jewelry-industry duties•      Follow and support security procedures: alarm codes, access control, camera systems, vault/safe protocols and visitor policies.•      Coordinate secure couriers and insured shipments (e.g., Brink's, Malca-Amit, FedEx/UPS high-value services) with operations.•      Keep records and documents organized for insurance, memo goods and compliance requirements.•      Support travel, logistics and materials for trade shows and client meetings.
HR and employee support•      Support onboarding: desk setup, equipment, access badges and first-day logistics.•      Plan company events, meetings, holiday parties and employee recognition.•      Maintain employee directories, office policies and internal announcements.
Company events and trade shows•      Support planning for company events: town halls, offsites, holiday parties, client dinners and team celebrations.•      Handle event logistics: venues, catering, invitations, RSVPs, budgets and day-of coordination.•      Support trade show planning with the marketing and sales teams: registration, booth logistics, shipping schedules and deadlines.•      Book travel, hotels and transportation for trade show teams.•      Coordinate secure, insured transport of merchandise and displays to and from trade shows with operations.•      Prepare trade show materials, badges, schedules and appointment calendars.•      Track event and trade show expenses and wrap up with vendors afterward.
Projects and administration•      Organize files, contracts and records, both digital and physical.•      Run special projects for leadership, such as research, reports and process improvements.•      Act as a link between leadership and departments to keep work moving.
Key KPIs•      Executive calendar and travel run without conflicts or missed deadlines•      Response time to executive and employee requests•      Office supply and vendor costs kept within budget•      Security and visitor procedures followed with zero lapses•      Employee satisfaction with office operations and onboarding•      Events and meetings delivered on time and on budget
Ideal profile•      3–5+ years as an executive assistant, office manager or similar role, ideally in jewelry, luxury, fashion or wholesale.•      Highly organized, able to juggle many priorities and deadlines.•      Discreet and trustworthy with confidential and high-value information.•      Clear, professional written and verbal communication.•      Proactive problem-solver who anticipates needs before being asked.•      Calm, friendly presence for executives, staff and visitors.•      Comfortable with security-sensitive environments and following strict procedures. xzbcwsv •      Associate's or bachelor's degree preferred.
Software knowledge•      Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams)•      Google Workspace•      ChatGPT•      Claude•      Zoom•      Calendly•      Asana or , other Project Management Systems•      Concur or Expensify•      QuickBooks (basic)•      DocuSign•      Canva•      Adobe Acrobat•      PayCom