Administrative Assistant

As an Administrative Assistant, you will support the operational and administrative needs of the Industrial department, primarily assisting the Vice Presidents and team. Your role will involve managing calendars, travel, invoices, expenses, office operations, and meeting coordination.

• Provide administrative support for Diamond and Jewelry Supply Vice Presidents.
• Manage Outlook calendars, travel itineraries, meeting schedules, and communication.
• Coordinate domestic and international travel, including immigration paperwork.
• Complete expense reporting and reconciliation via the Expense Visor system.
• Coordinate meetings using the office scheduler system and prepare meeting materials.
• Assist with Human Resources, Finance, Manufacturing, IT, and Supply Chain projects.
• Conduct research and data analysis for project-related work.
• Manage and track project costs and expenses.
• Ensure compliance with operating policies and procedures.
• Coordinate logistical preparation for conferences, including site details and catering.
• Provide administrative support for business communication and operational tasks.
• Maintain attendance records via the Kronos system and submit to payroll.
• Maintain accurate file disposition and record retention processes.
• Sort and distribute mail and complete administrative tasks as required.
• Support the onboarding process and perform other duties as assigned.
• Submit and follow up on IT and Facilities requests and inter-office moves.
• Ensure functionality of office equipment and liaise with Facilities for repairs.

• 4+ years of administrative experience supporting a team and senior-level executives.
• Exceptional interpersonal skills and business writing & verbal communication skills.
• Mastery in Microsoft Office Applications, especially PowerPoint and Excel.
• Deadline-driven with flexibility and superior organizational skills.
• Ability to resolve issues without close supervision.
• Bachelor's degree and experience in a Corporate environment preferred.