Executive Assistant

Contacts:

Provides administrative support for Industrial division’s vice presidents. Responsibilities also include supporting departmental operations, special projects and additional duties deemed necessary to support divisional goals.

Divisional Management Support

  • Provides administrative support for Diamond and Jewelry Supply vice presidents located at 200 5th Avenue.
  • Manages Outlook calendars, travel itineraries, meeting schedules, communication, and other key actions.
  • Books comprehensive domestic and international travel. This includes but is not limited to coordinating trip planning for multiple travelers and expediting immigration related paperwork for multiple countries. .
  • Regularly completes expense reporting/reconciliation via the Expense Visor system.
  • Coordinates meetings utilizing office scheduler system. Expedites visitor notifications and meeting preparation details and materials.

Projects

  • Assists management on Human Resources, Finance, Manufacturing, IT and Supply Chain project related tasks such as presentation materials divisional meetings and special assignments such as new factory openings.
  • Conducts research and data analysis for project related work and divisional initiatives.
  • Collects data to manage and track project costs and expenses.
  • Ensures compliance with operating policies and procedures. .
  • Expedite reporting tasks as needed to support departmental initiatives.
  • Coordinates the logistical preparation of conferences including, coordinating
  • site details, catering, AV and conference room
  • Coordinates divisional global travel and agendas for conferences and facility tours.
  • Collaborates with management to expedite conference presentation materials. Records and distributes meeting minutes and tracks action plans to provide updates as requested.

Operations

  • Provides administrative support for business communication, handles daily operational tasks.
  • Point of contact for maintaining attendance via Kronos attendance system data entry and submittal to payroll.
  • Maintains accurate and timely disposition of files and record retention processes and shredding
  • Sorts and distribute mail.
  • Performs other duties as assigned Completes administrative tasks as required, including but not limited to, coordination of employee activities planning and maintains departmental supplies.
  • Supports onboarding process.

Systems and Equipment

  • Submits and follows up on – IT and Facilities requests and inter-office moves.
  • Ensures functionality of printers, fax, copiers, scanners, etc.
  • Liaises with Tiffany and Company facilities and /or Corporate Real Estate Services for all repair or maintenance needs.

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