To be considered, please submit your CV in English. The interview process will be conducted in English. We are looking for a candidate that can speak/read/write in English and Spanish.
The working hours for this role are Monday through Friday, 9:30 AM - 6:30 PM.
We are Worthy & Circa Jewels. Our combined businesses aim to remake the world of pre-owned luxury jewelry. We use our expertise, technology, and connections to get jewelry sellers the absolute most for their jewelry. We are passionate about quality, sustainability, and the valuation of finely crafted jewels.
We are a group of people who are passionate about our work, each other, and our customers. Our flat hierarchy and organizational structure create an open environment where all feel comfortable voicing ideas. We value the smart, creative minds of those who take pride in their work.
The Administrative Assistant will support the administrative staff with clerical and reception duties. This is an exciting opportunity to gain experience in the luxury goods industry while utilizing your administrative background.
What You’ll Do
Core Responsibilities:
* Client Communication: Receiving and initiating client calls, following up via phone, text, and email.
* Creating and Managing Client Appointments: Coordinating schedules in the database and office calendar, confirming appointments daily.
* Data Management: Updating client information from appointments and submissions, including personal and purchase details.
* Front Desk Duties: Greeting clients, providing assistance, handling inquiries, and ensuring a welcoming environment.
* Invoice Collection and Preparation: Collecting, reconciling, and filing invoices, setting up payment calendars, managing tax filings, and preparing/sending monthly reports.
Administrative and Office Support:
* Jewelry Stocking
* International Shipments: Coordinating logistics and tracking shipments.
Administrative and Operational Responsibilities:
* Office Operations: Managing supplies, coordinating maintenance, liaising with vendors.
* Scheduling and Coordination: Managing calendars, scheduling meetings, organizing travel, and assisting with events.
* Document Management: Organizing, filing, and retrieving documents, managing sensitive info, ensuring data protection compliance.
* Budgeting and Procurement: Tracking budgets, approving purchases, managing expenses.
* Internal Communication: Acting as liaison between departments, maintaining professional communication.
* Administrative Support: Preparing reports, creating presentations, handling correspondence, supporting projects.
Who You Are
* A strong, kind communicator with professional verbal and written skills.
* Ability to work cross-functionally with different teams and stakeholders.
* Highly organized, adaptable to changing needs, capable of managing multiple tasks.
* Self-motivated, results-oriented, strategic thinker, eager to learn and contribute.
* Methodic, organized, proactive.
What You Have
* 5 years of experience in a fast-paced, deadline-driven environment.
* 3-5 years of administrative experience.
* Luxury Goods industry background preferred.
* Excellent interpersonal skills for internal and external relationships.
* Experience with export/international shipments preferred.
* Strong analytical and organizational skills, proficiency in Microsoft Office and relevant applications. ERP and CRM experience is a plus.
* Must speak, read, and write English and Spanish; interview will be in English.
The working hours are Monday through Friday, 9:30 AM - 6:30 PM.
What We’ll Give You
* A supportive, inclusive culture that values your contributions.
* Opportunities for personal and professional growth through experience and mentorship.
#J-18808-Ljbffr