Executive Assistant

2 days ago

Princeton, New Jersey, United States Hamilton Jewelers Full time
Job Title: Executive Assistant

The Executive Assistant serves as a trusted partner, confidant, and representative of the owners and operators of Hamilton Jewelers. This role requires a high level of discretion, organization, and communication skills to ensure the smooth operation of the executive office.

Key Responsibilities:
  • Manage the calendars of the CEO and COO, as well as coordinate calendars of other executive leadership team members for meetings attended by the CEO or COO.
  • Schedule personal and business appointments for individuals or groups.
  • Organize and book both inside and outside facilities.
  • Apply consistent formatting, language, organization, and usage of digital calendar tools.
  • Ensure the CEO and COO are following up and aware of meeting required deadlines.
  • Set up and initiate virtual meetings, managing dial-in numbers, video conference links, audio pins, host codes, and account information.
  • Take notes during meetings, compiling action items and other important information from the session.
  • Know Hamilton team members and their areas of expertise to understand intuitively which team members may be appropriate for inclusion in various meetings or initiatives.
  • Prepare office space for meetings or events, including ensuring rooms are properly stocked for requirements of the meeting.
  • Prepare and organize spreadsheets, slideshow presentations, and written correspondence, letters, memos, and other written documents.
  • Answer, initiate, transfer, and manage phone calls to and from the Hamilton executive office.
  • Field phone calls from and initiate phone calls to a variety of callers.
  • Know employees in each department or location for ease of transfer.
  • Take and clearly relay detailed messages to team members.
  • With direction, retrieve desired information from clients calling about product or purchase inquiries, answer basic questions they may have, and relay that information clearly to the CEO or COO.
  • Learn and understand basic functionality of company Business Management, ERP, CRM systems to be able to pull information as needed or requested.
  • Assist the CEO and COO with fulfillment of sales as needed.
  • Prepare sales slips, invoices, and shipping forms.
  • Know where to find and how to compile customer information.
  • Interface with stores and inventory office to retrieve and package items for sale or shipping.
  • Reach out to clients at the CEO or COO direction for signatures, approvals, or information as needed.
  • Assist the Human Resources Department and COO in company culture initiatives.
  • Maintain company archives consisting of both physical and digital documents.
  • Book travel, and manage travel accounts, for the CEO and COO.
  • Assist with management of charitable contributions and funds set up by the CEO and COO.
  • At times, review or research ideas or policies at the direction of the CEO or COO and prepare reports on such ideas or policies.
  • Maintain accurate records and files professionally and responsibly.
  • Oversee some aspects of building management for the headquarters location.
Requirements:
  • Ability to handle information with discretion and confidentiality.
  • Experience assisting and managing workdays of executives with various responsibilities and fluid schedules.
  • Ability to take information and then think independently and entrepreneurially using that information to complete tasks.
  • Strong communication skills, with confidence and ability to communicate via in-person, email, phone, and text message mediums.
  • Knowledge of Microsoft Suite Programs, Adobe Acrobat and Reader, Zoom, WebEx, Google Meet, and others.

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