Executive Assistant to the Director

A highly organized and proactive Executive Assistant to provide comprehensive support to the Director of Nine Jewellery. The ideal candidate will handle a wide range of administrative and executive support tasks, capable of working independently with little or no supervision, and must be exceedingly well-organized, flexible, and enjoy the administrative challenges of supporting a diverse team.

Key Responsibilities:

1. Administrative Support:

- Provide comprehensive administrative support to the executive team, including handling correspondence.

- Manage and maintain the Director’s calendar, including scheduling appointments, meetings, and travel arrangements.

- Prepare and edit correspondence, communications, presentations, and other documents.

- Handle incoming and outgoing communications, ensuring prompt and accurate responses.

2. Meeting Coordination:

- Organize and coordinate meetings, including preparing agendas, materials, and minutes.

- Follow up on action items from meetings to ensure timely completion.

- Arrange conference calls and video conferences.

3. Project Management:

- Assist in the management of projects and initiatives, tracking progress and ensuring deadlines are met.

- Conduct research and compile data for reports and presentations.

- Manage and prioritize multiple projects simultaneously.

4. Liaison Role:

- Serve as a liaison between the executive team and internal/external stakeholders, effectively communicating messages, directives, and updates as needed.

- Facilitate communication and collaboration among team members and departments.

- Handle confidential and sensitive information with discretion.

5. Odd Jobs and Shadowing:

- Perform odd jobs as needed and shadow management personnel for task updates.

6. Event Planning:

- Assist in planning and organizing company events and shows.

- Coordinate logistics, including venue selection, catering, and attendee registration.

- Manage event budgets and ensure cost-effective solutions.

7. Travel Arrangements:

- Arrange detailed travel plans, itineraries, and agendas for the Director.

- Prepare and process expense reports and ensure timely reimbursement.

8. Office Management:

- Oversee office operations and procedures to ensure efficiency and productivity.

- Maintain office supplies inventory and place orders as needed.

- Ensure a well-organized and professional office environment.

Qualifications and Experience:

- Bachelor’s degree in Business Administration, Management, or a related field.

- Minimum of 2-5 years of experience as an Executive Assistant, preferably in the jewelry or luxury goods industry.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

- Excellent verbal and written communication skills.

- Strong organizational and time-management skills with the ability to prioritize tasks effectively.

- High level of professionalism, integrity, and discretion in handling confidential information.

Skills and Traits:

- Exceptional interpersonal and communication skills.

- Detail-oriented with strong problem-solving abilities.

- Ability to work independently and as part of a team.

- Adaptable and flexible with a positive attitude.

- Strong project management and multitasking skills.

- Ability to prioritize tasks, manage time efficiently, and maintain a high level of accuracy and attention to detail.