Executive Assistant to CEO

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.

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

• 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.

• 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 Docu Sign 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.