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Administrative Assistant
Tiffany & Co.
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
Overview
Provide administrative and operational support for the Jewelry Research and Development Center (JRDC) and Strategic Sourcing Team. This position may require additional projects and responsibilities deemed necessary to support departmental goals.
Responsibilities
Ths role will be responsbile for all administrative tasks for the department. Including by not limited to
• ADMINISTRATIVE SUPPORT:
◦ Track Employee attendance in Kronos as well as the departmental calendar in Microsoft Outlook. Create, maintain and check Staff personal calendars for accuracy.
◦ Coordinate all travel arrangements.
◦ Prepare expense reports for Director
◦ Plan employee anniversary and monthly celebration events.
◦ Assist with preparation of JRDC & Strategic Sourcing presentations.
◦ Update and maintain departmental phone list, organizational chart and birthday and anniversary list.
◦ Keep postings area updated.
◦ Maintain outlook room finder and approve room requests for JRDC/ Strategic Sourcing conference rooms.
◦ Set up meetings for Director as needed.
◦ Coordinate delivery and appointment schedules with lobby on daily basis using Passage Point software.
◦ Sort and distribute mail
◦ Update relevent procedures and instructions as needed.
◦ Other administrative duties (faxing, typing, copying, arranging messengers, mailings, order food, etc
• JRDC/Strategic Sourcing DIVISON SPECIFIC SUPPORT:
◦ Coordinate supplier on site visits ( timing, rooms, invites, collateral, room and food set up)
◦ Complete purchase orders as necessary for supplies
◦ Coordinate new employee on-boarding
◦ Coordinate trade show appointments and entry as needed
◦ Coordinate runners and messengers for Prototype delivery
◦ Coordinate Prototype shipments and supply receipts as needed
◦ Help with Document and Image upload and organization as assigned
◦ Assist in creation and maintenance of Research and development physical and electronic library.
◦ Coordinate all departmental physical moves with IT, facilities
◦ Maintain contacts, contracts and billing for external suppliers and research and development resources
• SYSTEMS, EQUIPMENT AND OFFICE SUPPLIES SUPPORT:
◦ Log, report and follow up on IT and Facilities requests
◦ Ensure functionality of all fax machines, printers, copiers, scanners, camera equipment, etc. Liaise with TCO facilities and /or Corporate Real Estate Services for all repair or maintenance needs.
Qualifications
A minimum of 1-2 years of work experience in an administrative support department and computer proficiency in MS Office (Word, Excel, Outlook) is required. We seek an individual who demonstrates integrity, dependability and a track record of following through on commitments with the highest level of customer service.