Administrative Assistant, Global Creative

Posizione

Position Overview:

At Tiffany & Co., joy is central to everything we do, from crafting our exceptional pieces to inspiring clients to express and celebrate the many facets of love. It’s a skill that we’ve been perfecting since 1837, one empowered by our daring vision and entrepreneurial spirit. Together, each generation of employees honor our past while dreaming of our future.

The Administrative Assistant will support the operational and administrative needs of a department with primary support to the Vice President and team.  Major responsibilities include: calendar management, invoice and expense coordination, office management and meeting coordination, budget management.

Key Accountabilities:

Executive Support/Calendar Management: 

• Provide administrative support to the Vice Presidents, including proactively managing daily calendars and resolve scheduling conflicts to ensure daily set up for success for the VPs (e.g. time between meetings, prep needed for various presentations, prioritize meeting requests, etc.).
• Coordinate several major executive meetings, accommodating various schedules. 
• Book comprehensive domestic and international travel, as needed. This includes but is not limited to coordinating trip planning for multiple travelers and expediting related paperwork, booking flights, cars, reservations, etc. 
• Arrange and prepare comprehensive team meetings, as needed. 
• Provide support with presentations by creating/updating PowerPoint presentations and assist in the logistical preparation for internal and external meetings and interviews including reserving conference rooms for VPs, ordering meals, liaising with IT and facilities, and ensure there are printed copies. 

Office Management/Team Support:

• Support general office management including management of office supplies, coordination of accepting and signing for deliveries and packages, distribution of magazines, and coordination of shared materials across departments. 
• Send communications to department staff and leaders from the Vice Presidents.
• Track departmental vacation schedules, time off, and coordinate all timesheets. 
• Manage expense reports, coordinate departmental invoices, reconcile capital expenditure requests and expense accounts. They will also be responsible for meeting deadlines and policies. 
• Oversee the onboarding of incoming staff and consultants.
• Submit and follow-up on IT and facilities requests, as needed. 
• Ensure Functionality of printers, fax, copiers, and scanners. 

Qualifications:

Required:

• Prior administrative experience with exceptional interpersonal skills, business writing & verbal communication skills. 
• Proven mastery in Microsoft Office Applications with emphasis on PowerPoint and excel. 
• The ideal candidate must be deadline driven with flexibility and superior organizational skills. 
• At least 2+ years of administrative experience supporting a team and senior level executives in a fast-paced environment. 
• The candidate must be flexible with changing job requirements as the business needs change. 
• The ideal candidate will need to have the ability to resolve problems without close supervision.

Preferred:

• Strong interest in creative development and production 
• Previous experience with Coupa 
• Bachelor’s degree
• Experience working in a corporate environment