Executive Assistant to the Director

Job description
Job Summary :

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.