Assistant - Office Operations Specialist

Le poste

Tiffany and Company has an opening for an Office Operations Specialist at our Jewelry Design and Innovation Workshop (JDIW). Centrally located on East 23rd Street in New York City, this position offers a dynamic work environment and the opportunity to support a team leveraging cutting edge technology to inspire the creation of meticulously crafted products that encompass the exceptional beauty of Tiffany jewelry.  

The Office Operations Specialist will manage facility operations for the 60-70-person innovation workshop. This role requires a highly organized, proactive professional with strong administrative, operational, and coordination skills, capable of supporting executive leadership, managing facility operations, and navigating multiple priorities within a fast-paced creative environment. The Office Specialist ensures that the facility and its personnel are fully equipped with the tools, resources, and environment necessary to perform at the highest level. This includes ownership of all aspects of facility upkeep, supply management, and employee resource needs.

In addition, this role serves as the JDIW lead for PR photoshoots, tours, employee setup and onboarding, as well as intern and contractor logistics. The Office Specialist also manages all JDIW-wide meetings and oversees the day-to-day meeting calendar for Vice Presidents and Directors, ensuring seamless coordination across leadership and teams.

Administrative Support to Senior Leaders

• Manage complex calendar coordination for 1 Vice President and 1 Senior Director, ensuring alignment across cross-functional executives, directors, and managers 

• Coordinate all domestic and international travel arrangements for the senior leaders including flights, hotel accommodations, detailed itineraries, and associated logistics 

• Oversee post-travel expense organization and submission, ensuring accuracy, compliance, and timely processing 

• Prepare and submit expense reports for the Vice President and Senior Director 

• Coordinate trade show appointments and manage entry logistics as required 

• Partner with the Vice President, Directors, and Managers to develop and deliver JDIW communications, including presentations, SOPs, surveys, emails, and other materials as needed 

• Maintain organized filing systems with strict adherence to data integrity, security, and confidentiality standards 

• Manage and maintain the JDIW inventory for the Vice President, Directors, and Managers 

• Provide general administrative support as needed, including coordination of messengers, mailings, copying, printing, and ordering of supplies and catering 

• Identify, assess, and resolve potential scheduling conflicts, operational risks, and preparation gaps to support seamless execution and continuity

Facility Management

• Lead the Health and Safety Committee and MERT team, executing all SOP creation and training, and compliance initiatives; ensure all safety equipment, including AEDs and related tools, are fully operational, maintained, and up to date 

• Oversee equipment maintenance programs and coordinate with contractors and service providers, including scheduling and payment processing, in coordination with Health & Safety and Facilities department

• Maintain accurate and up-to-date hazardous materials data (MSDS) and departmental SOPs, ensuring compliance with applicable regulations and internal standards 

• Coordinate and support onsite inspections with regulatory agencies, including NYFD and DEP, ensuring readiness and adherence to required protocols 

• Supervise and direct cleaning personnel to ensure consistent standards of cleanliness, organization, and facility presentation 

• Coordinate waste management and disposal processes, including chemicals, hazardous materials, paper products, lab coats, and other shop-related materials, ensuring proper handling and compliance 

• Coordinate departmental moves and physical relocations in partnership with external services, including planning, execution, and logistics management 

• Maintain vendor relationships, including contracts, contact information, and billing for external suppliers and research and development resources 

• Coordinate deliveries and appointment scheduling in alignment with building management and Facilities teams 

• Manage conference room approvals, scheduling, and ongoing upkeep to ensure availability and readiness 

• Oversee the general upkeep and presentation of shared spaces, including pantry areas, cleaning standards, and overall workspace organization

Jewelry Design and Innovation Workshop (JDIW) Lead Contact

• Serve as the primary point of contact for the Tiffany Security team, ensuring all security requirements (codes, keys, video, access permissions) are accurately maintained and updated.

• Act as the primary point of contact for PR, Creative and HR-related film and photography productions, project managing all collateral needed based on timelines and partnering with building management and external vendors to secure certificates of insurance

• Lead the planning and coordination of all JDIW tours, including scheduling, logistics, NDA execution, and preparation of supporting materials 

• Serve as the primary IT coordinator for JDIW, managing system upgrades, service disruptions, moves, and equipment installations in partnership with internal and external stakeholders 

• Coordinate all supplier on-site engagements, including scheduling, reservations, invitations, collateral preparation, and catering/food setup 

Personnel and System Management

• Develop, maintain, and oversee content for the JDIW intranet page

• Serve as system administrator for SharePoint and intranet platforms, ensuring accuracy, accessibility, and functionality 

   

• Maintain the accuracy and integrity of departmental records, including organizational charts, contact lists, birthdays and anniversaries, SOP list, and other JDIW operational documentation 

• Plan and execute JDIW engagement initiatives, including seasonal events, family activities, team-building programs, and recognition events, coordinate holiday gifting for the team 

Innovation Documentation

• Support the creation and ongoing maintenance of physical and digital research and development libraries 

• Maintain a comprehensive digital catalog of materials, including coatings, gemstones, finishes, textures, and clasps 

• Ensure all materials, documentation, and supporting collateral are organized, up to date, and readily accessible to both internal and external stakeholders 

• Support leadership with special projects and strategic initiatives as assigned 

• Handle sensitive and confidential information with the highest level of discretion, professionalism, and integrity

Required Qualifications

• At least 6+ years of administrative and office support experience supporting large teams and senior-level executives in a fast-paced corporate or creative environment

• Exceptional organizational and time management skills, with the ability to manage multiple priorities and deadlines simultaneously

• Demonstrated ability to prioritize and execute in environments where competing and time-sensitive demands are present 

• Excellent written and verbal communication skills, with the ability to engage effectively with senior leadership and cross-functional teams

• Ability to work independently with minimal supervision while maintaining alignment with executive direction and organizational priorities

• Strong attention to detail with a consistent commitment to accuracy and operational excellence

• Flexibility to adjust to evolving responsibilities and shifting priorities in a dynamic environment 

• Advanced proficiency in Microsoft Office Suite, with strong expertise in Outlook (calendar management), PowerPoint, and Excel 

Preferred Requirements

• Bachelor's degree

• Prior experience supporting leadership within luxury, design, fashion, or other creative industries

The hiring range for this position ranges from $33.66 - $45.54 per hour. The rate of pay offered will be dependent upon candidates' relevant skills and experience.