Executive Assistant

Job Description

Executive Assistant

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Position Overview

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The Executive Assistant will provide high-level administrative, organizational, and operational support to two senior executives at Razny Jewelers. This position is responsible for maximizing the executives’ time and effectiveness by managing complex schedules, coordinating priorities, facilitating communication, and ensuring that business commitments and special projects are executed efficiently and professionally.

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The ideal candidate is a highly polished, proactive, and resourceful professional with exceptional judgment and the ability to anticipate the needs of senior leadership. This individual must be comfortable working in a fast-paced, ever-changing environment where priorities can shift quickly, and multiple matters require attention simultaneously.

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As a representative of Razny Jewelers and its executive leadership, this role requires a high level of professionalism, discretion, confidentiality, and customer service. Experience in luxury retail, luxury hospitality, high-end client service, or a similar service-driven environment is highly preferred.

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Job Responsibilities

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• Provide high-level administrative and organizational support to two senior executives, ensuring their daily schedules, priorities, and commitments are effectively managed.
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• Coordinate and prioritize complex calendars, including meetings, appointments, conference calls, personal business obligations, and other executive commitments.
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• Maintain constant communication with the executives regarding changing priorities, scheduling needs, deadlines, and upcoming obligations.
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• Proactively anticipate the executives’ needs and identify potential scheduling conflicts, challenges, or follow-up items before they become issues.
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• Professionally represent the executives and Razny Jewelers when interacting with clients, vendors, business partners, employees, and other key contacts.
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• Serve as a trusted liaison between executive leadership and internal departments, store locations, employees, vendors, clients, and business partners.
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Exercise sound judgment when screening and prioritizing calls, emails, correspondence, meeting requests, and other communications.

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• Act as a professional gatekeeper, determining appropriate access and ensuring executive time is protected while maintaining positive relationships with key stakeholders.
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• Coordinate and manage executive meetings, including scheduling, agendas, materials, logistics, meeting notes, and follow-up items.
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• Arrange complex domestic and international travel, including flights, accommodations, transportation, dining, itineraries, and other travel-related arrangements.
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• Prepare detailed travel itineraries and ensure executives have all necessary information and documentation prior to and throughout their travel.
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• Compose, proofread, format, and organize confidential and time-sensitive correspondence, reports, presentations, meeting materials, and other executive documents.
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• Maintain organized and accurate electronic and physical files, records, and confidential executive documents.
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• Track outstanding requests, action items, and commitments and proactively follow up to ensure deadlines are met.
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• Assist with company events, executive meetings, client appointments, special engagements, and other business functions, ensuring all details are handled with a high level of professionalism.
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• Support special projects and initiatives assigned by executive leadership. Projects may include research, creative problem-solving, project coordination, progress tracking, cross-departmental collaboration, and gathering business information.
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• Work collaboratively with multiple departments and store locations to gather information, coordinate projects, and ensure executive priorities are addressed.
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• Identify opportunities to improve administrative processes, organization, communication, and overall efficiency.
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• Maintain strict confidentiality when handling sensitive business, financial, personnel, client, and executive information.
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• Assist with executive needs across Razny Jewelers’ Chicagoland locations as needed.
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• Perform other duties and responsibilities as assigned.
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Requirements

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• Must be flexible and available to respond to calls, messages, and time-sensitive requests outside of standard business hours, including evenings and weekends, based on executive and business needs.
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• Bachelor’s degree preferred.
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• 5+ years of experience providing high-level administrative or executive support to senior-level executives.
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• Demonstrated experience supporting multiple senior executives in a fast-paced, high-demand environment strongly preferred.
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• Experience in luxury retail, luxury hospitality, high-end client service, or a similar luxury/service-oriented industry preferred.
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• Exceptional organizational skills and the ability to effectively manage competing priorities, shifting deadlines, and multiple projects simultaneously.
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• Excellent written and verbal communication skills with a polished, professional presence.
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• Strong judgment, discretion, and the ability to handle confidential and sensitive information with the highest level of professionalism.
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• Highly proactive and able to anticipate needs rather than simply react to requests.
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• Demonstrated ability to work independently, take initiative, and follow through with minimal direction.
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• Exceptional attention to detail and a high degree of accuracy.
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• Strong problem-solving skills and the ability to make sound decisions in a fast-paced environment.
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• Ability to remain calm, flexible, and solutions-oriented when priorities change or unexpected situations arise.
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• Exceptional customer service skills with a genuine commitment to providing a high level of service to clients, executives, employees, and business partners.
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• Proficiency with Microsoft Office, Outlook, calendar management, and other standard business technology.
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• Experience managing complex travel arrangements and detailed itineraries.
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• Flexible schedule with availability to work occasional evenings and weekends based on business and executive needs.
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• Willingness to travel between Razny Jewelers’ Chicagoland locations as needed.
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• Comfortable working in a fast-growing, family-owned luxury retail environment where professionalism, discretion, flexibility, and a high level of service are essential.
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• Must demonstrate a polished and professional demeanor appropriate for representing a luxury brand and interacting with high-value clients and business partners.
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Equal Employment Opportunity & ADA Statement

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Razny Jewelers is an equal opportunity employer and complies with the Americans with Disabilities Act (ADA), as amended, and all applicable federal, state, and local laws, including the Illinois Human Rights Act. We are committed to providing reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of the position.

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FLSA Classification

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This position is classified as an exempt role under the Fair Labor Standards Act (FLSA) and applicable Illinois wage and hour laws. Classification and compensation are subject to review and may be modified as necessary to comply with applicable laws and business needs.

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Razny is impacted by the use of Artificial Intelligence (AI) from vendors such as Indeed, Zip Recruiter, and LinkedIn as a result of these vendors' presentation of received resumes in their portal. All employment interviewing and hiring decisions are made by our employees .

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