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Executive Assistant
Tiffany & Co.
New York, NY, United States
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Executive Assistant - Northern America
Overview
The Executive Assistant supports the administrative needs of the Senior Vice President and select Vice Presidents of the Americas Region. Specific responsibilities include: calendar management, travel coordination, expense processing, office management and meeting coordination. This role also collaborates with other administrative assistants and members of the Executive Committee.
Responsibilities
Calendar Management
• Proactively manage daily calendars and resolve scheduling conflicts
• Prepare and maintain master calendar which includes departmental vacation schedules and travel schedules
Travel Coordination
• Book and prepare comprehensive travel arrangements as needed (flights, hotels, car rentals, reservations)
• Create travel itineraries
• Prepare accurate expense reports through ExpenseVisor
Communication
• Communicate and liaise with the team to properly inform calendar and project management
• Answer phone lines for the above individuals and take accurate, timely phone messages
• Compile, send, and oversee the Northern America Leadership mailbox
• Create and compile detailed PowerPoint presentations for Senior management and general meetings
General Administration
• Print daily sales reports
• Assist in the organization of files for VPs
• Assist in the logistical preparation for meetings and interviews including reserving conference rooms for VPs, ordering meals, liaising with IT, etc.
• Process invoices through accounts payable system
• Support ad hoc project requests
• Distribute mail and coordinate shipping with the mailroom
• Act as administrator for timekeeping for the supported VPs' teams
Qualifications
• 4-6 years of previous executive assistant experience working with high level or multiple executives
• Advanced Microsoft Office skills with an emphasis on Word, Excel and PowerPoint
• Must be discrete due to exposure of highly confidential client information
• Ability to multi task and prioritize workload
• Must have excellent organizational skills
• Strong communication skills
• Ability to work independently
• Former retail environment experience is preferred
• Bachelor's degree preferred