Executive Assistant to the CEO

Job Description

Job Description

Benefits:

• Individual Coverage Health Reimbursement Arrangement (ICHRA)
• Bonus based on performance
• Company parties
• Paid time off

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.

 
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.

Light Bookkeeping & Financial Administration

• Write checks and process payments to vendors and service providers
• Assist with tracking expenses and maintaining financial records
• Help reconcile basic accounts and organize receipts and invoices
• Maintain accurate records of transactions and payment schedules
• Coordinate with external accountants or finance staff when necessary
• This role does not require full accounting responsibilities but familiarity with basic bookkeeping processes is preferred.

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.
• Manage office supplies, equipment, and vendor coordination
• Assist with document preparation, data entry, and internal record keeping
• Help maintain organized workflows across departments
• Coordinate with other departments for projects, follow-ups, and execution of executive decisions.
• Assist in administrative work such us answering calls, doors and such.

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.