This job has expired, please see additional jobs below
Production Assistant
Tiffany & Co.
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
Overview
The Marketing Production Assistant will provide general support for Print, Traffic, Digital and Studio Services where needed. This individual will also aid daily activities including meeting planning, printing, filing, and office requests. S/he will also provide an opportunity to participate in special projects where needed.
Responsibilities
The Marketing Production Assistant will assist the Vice President of Creative Services with daily responsibilities. S/he will prepare and draft general correspondence for the VP. S/he will arrange business travel as needed (domestic and international). S/he will prepare and reconcile travel expenses. S/he will plan, schedule and coordinate meetings. In addition, s/he will liaise and communicate with outside vendors as well as internal departments regarding VP and Creative Services concerns.
The Marketing Production Assistant will oversee financial recording systems within the Creative Services cost center. S/he will maintain files and records related to annual operational budget and capital spending. S/he will process invoices and check requisitions as needed. S/he will process expense reports for the VP. Additionally, s/he will track and monitor spending related to previously mentioned accounts. Troubleshoot any inaccuracies or issues related to expenses. Communicate with vendors with regard to open or unpaid invoices.
The Marketing Production Assistant will assist with department lead initiatives, including integrating new software and assisting with the communication of these initiatives. Oversee financial recording systems within the Creative Services cost center. Maintain files and records related to annual operational budget and capital spending. Process invoices and check requisitions as needed.
This individual will maintain general office environment. Process service requests related to office machinery and outstanding projects. Communicate with internal groups to ensure consistent IT compatibility. Ensure clean and organized work environment (order cleaning supplies as needed). Order office supplies. Plan and schedule departmental meetings. Photo copy and distribute materials as requested by departmental management.
S/he will process and submit departmental timesheets (including distribution of paychecks). Maintain attendance and vacation schedules. Cross reference monthly labor reports to ensure proper submission. Update and maintain Creative Services contact lists and related charts (anniversary, birthdays, and milestones).
Additionally, the Marketing Production Assistant will be responsible for general support functions including but not limited to communicating with the VP-Production daily to understand daily/weekly needs, trafficking marketing materials, fielding phone calls, faxing / filing / copying, creating production spread sheets, mail distribution/deliveries, coordinating conference rooms and department functions as well as other ad hoc, special projects as needed. S/he will record departmental time and attendance for bi-weekly payroll submission. Lastly, s/he will assist in onboarding new employees by provisioning facilities and IT service requests in a timely manner.
S/he will assist in the maintenance of the production files as well as archiving important materials. File physical mechanicals (PDFs, Newspaper, Hoardings, etc.).
Qualifications
• 3-5 years experience as an Administrative or Executive Assistant.
• Exceptional organizational and communication skills.
• Ambitious, flexible, out-going, enthusiastic.
• Able to work with a variety of people.
• Knowledge of local vendor resources.
• Live in, or within reasonable commute to: New York City.
• Ability to plan and track budgets.
• Experienced computer skills required: email/Outlook, Microsoft Excel & Word.
• Demonstrate an understanding and interest of the creative process and keep up to date with current trends and key players within the industry.
Preferred Qualifications
• Comfortable in and appreciative of a luxury retail setting.
• Ability to maintain files and oversee financial reconciliation.