Responsibilities
Administrative And Personal Support Of Executive Team
1. Provide professional and confidential representation and support to the MD and the leadership team
2. Handle phone calls, both inbound and outbound, as appropriate.
3. Book, coordinate and manage detailed travel schedules and itineraries for Managing Director
4. Process monthly expenses and invoices.
5. Organize lunches/dinners.
6. Other administrative duties
7. Provide personal support as appropriate
Company Communication
8. Collect, open, and forward all incoming mail to the appropriate staff member
9. Package, label, dispatch and maintain records of local and international mail according to company procedure and in timely manner
10. Assist in the induction and training of new staff in office protocols and ensuring such protocols are maintained
11. Frequent and high-quality communication about events, facilities and expected internal etiquette
Head Office Operations
12. Support office departments in daily activities for projects in development, organising meetings, provide inductions for office new starters
13. Planning and ordering of Office supplies, including paper, envelopes, office material and printing material.
14. Oversee Office maintenance including material, cleaning, appearance and filing and facility management.
15. Manage office general admin, scanning and filing of invoices
16. Manage Vendors for all landline, mobile phones, and internet as well as for delivery options for office team members
17. Coordinate suppliers to the office (cleaner, security, stationary, kitchen and bathroom supplies, couriers, catering, etc.)
18. Order and manage stock levels of all consumables for Office
19. Order all office stationery supplies. Reconcile the expense area and ensure approval from all stakeholders
20. Ensure meeting rooms are maintained to a professional standard and that all guests are catered for appropriately
21. Organize gifts for staff members as necessary
Qualifications
22. Previous experience in an Office Coordinator or Personal assistant role, preferably within the luxury, retail or creative industry
23. Exceptional organizational skills, with the ability to prioritise and manage conflicting demands appropriately
24. Proactive, problem solving can do attitude
25. Experience in vendor management
26. Highly motivated and pro-active; acting with professionalism in all interactions
27. Demonstrated ability to proactively present and escalate ideas, suggestions and problems to ensure continuous improvement
28. Admirable written and verbal communication skills and the ability to problem solve, influence and create positive stakeholder relationships
29. Resilient, diplomatic, confidential and trustworthy
30. Self-assured; ability to host and address people across all levels at the organisation with confidence
31. Proven experienced in Managing Microsoft Outlook Calendar
32. Advance Microsoft Excel, Word and Power Point skills
33. Strong attention to detail
Tiffany & Co. is formed from many facets - talented people who make our community stronger with their creativity, perspective, and lived experience. This is why diversity, equity, inclusion, and belonging (DEIB) are at the core of our business and our culture. We’re committed to creating a more inclusive jewelry industry that empowers people of all backgrounds to shine and evolve to new heights.
We believe reaching your full potential requires a solid foundation, and your well-being is a central pillar. Tiffany employees are eligible for comprehensive benefits, including global benefits like adoption and surrogacy assistance, and parental leave, as well as programs that support mental, emotional, physical, and financial well-being. We also offer competitive pay, medical, dental, and eyecare, pension plans, paid time off, alongside other meaningful employee offerings.