Executive Administrative Assistant

About the Role

Ring Concierge is a rapidly growing female-founded, Female run fine jewelry company specializing in customized engagement rings and fine jewelry. We are seeking an Executive Administrative Assistant to become an integral part of our team. 

In this role, the Executive Administrative Assistant will play a critical role in supporting the Founder and CEO and the President in managing day-to-day operations and ensuring the smooth functioning of the business. This position requires strong organizational, communication, and multitasking skills, as well as a keen attention to detail. You will be responsible for managing administrative tasks, facilitating communication, and assisting in various aspects of the business to drive its success in areas such as team communication and coordination, travel plans, expense reports and all other requests by executive management. 

Responsibilities

• Work closely and effectively with the Executive Team to keep them well informed of upcoming commitments and responsibilities
• Maintain and manage the Executive Team’s calendars
• Schedule meetings, appointments, special events, etc.
• Coordinate with respective team members for any schedule conflicts to get rescheduled
• Reserve meeting space(s) when necessary
• Exercise discretion in committing time and evaluating needs
• Create daily reports showcasing each Executive Team member’s schedule, priorities, action items, and weekly objectives
• Ensure that any calendar-related work has been reviewed, approved and/or completed before their scheduled meeting
• Prepare all travel arrangements, both domestic and international, including flight, hotel stay, car service, etc 
• Prepare, reconcile, and submit expense reports
• Assist Executive Team with all day to day responsibilities including miscellaneous personal tasks
• Manage and maintain the Founder and CEO and Presidents’ inboxes, prioritizing critical messages while deprioritizing others
• Create and maintain agendas for meetings 
• Follow-up on deliverables/actions to ensure they are completed in a timely manner
• Sit in on meetings, ensuring to take very detailed meeting notes and sharing them with the respective parties
• Manage personal security for the CEO, as needed
• Manage/assist with ad hoc projects and tasks assigned by the Executive Team
• Prepare reports, presentations, and research
• Order lunch
• Manage daily travel 
• Handle printing, mail/overnight packages, copying, and other clerical duties
• Prepare presentations and materials for Executive Meetings and other stakeholders

About You

• Impeccable attention to detail at all times 
• Exceptionally organized while maintaining competing priorities and multi-tasking
• Strong written and verbal communication skills with the ability to tailor communication according to audience
• Flexible and agile with an outstanding ability to pivot quickly 
• A “roll up your sleeves” mentality, with a “no task too small” attitude
• Constantly anticipating needs while thinking 5 steps ahead
• Proactive self-starter constantly looking to solve problems and improve efficiencies
• Possess the ability to maintain the highest level of integrity and discretion in handling confidential information

Requirements

• Bachelor’s degree or equivalent experience
• 3 or more years of relevant experience 
• Must be proficient with both PC and Mac platforms
• Proficiency using Google suite including Google calendar, Gmail, Drive, and Keynote

Details - NYC

• Full-time role located in midtown NYC
• Office Hours: 9:00 am to 6:00 pm, with the knowledge that we have a startup culture and your day may extend past listed office hours (with the possibility of weekends during busy season or sales)
• Health, Vision & Dental Insurance for full-time employees
• 401k with employer match program
• We offer generous employee discounts on our fine jewelry
• Paid time off, including an extra allowance of 3 days annually for religious observances
• The salary for this position is $75,000-95,000, commensurate with experience