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.
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.