Administrative Assistant, Luxury Goods

Location: Gasteiz / Vitoria

To be considered, please submit your CV in   English   . The interview process will be conducted in English. We are looking for a candidate who can speak/read/write in English and Spanish.
A continuación se detalla todo lo que necesita saber sobre lo que implica esta oportunidad, así como lo que se espera de los solicitantes.
The working hours for this role are
Monday - Thursday: 9:30 AM - 6:30 PM
Friday: 9:30 AM - 5:00 PM

We are Worthy & Circa Jewels. Our combined businesses are here 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 not only passionate about our work but also about each other and our customers. Our flat hierarchy and organizational structure create an open environment where all feel comfortable to voice ideas, and we love the smart, creative minds of people who take pride in what they do.

The Administrative Assistant will assist 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
Create/manage client appointments for both database and office calendar
Report daily activity reports and check register and other reports as assigned
Clerical purchasing duties which include but are not limited to: recording data in proprietary company software and excel spreadsheets, scanning documents, invoice collection and preparation
Accurately prepare items for shipment which includes but is not limited to: labeling, recording images for digital library, stocking into the system, invoicing, and processing inbound and outbound shipments
Administrative accounting responsibilities which includes but is not limited to: updating and sending check register/bank balance, filing invoices, setting up payment calendar, tax filing, preparing/sending monthly accounting reports
Order office supplies, restock as necessary, open/close office and elevators
Assist with Marketing duties
Assist with reception duties which includes but is not limited to greeting clients, preparing police reports digitally and by hand, and recording client  jewelry images
Respond to client emails and phone calls
Create new client vendors, documentation on a daily basis in compliance with directives
Accompany Buyers at buying events out of town which requires light travel that the company will pay for. May occur 1-2 times per month. xbhjioe

Who You Are
A strong, and kind communicator with professional direct verbal & written skills
Ability to work cross functionally with different teams and company stakeholders
Highly organized with the ability adapt to changing business needs and ability to manage multiple moving parts
Self-motivated and results-oriented, strategic thinker with an ability to learn and contribute
Methodic, organized, and proactive
Ability to travel 1-2x a month to accompany Buyers at buying events out of town

What You Have
5 years experience in a fast paced, deadline oriented environment
3-5 years of administrative experience required
Luxury Goods industry background preferred
Excellent interpersonal skills with the ability to cultivate good working relationships both internally and externally
Experience in export/international shipments preferred
Strong analytical and organizational skills with knowledge of Microsoft office and other relevant applications. ERP and CRM experience a plus
Must speak, read, and write English as well as Spanish, interview will be in English

What We’ll Give You
A supportive, inclusive culture in an organization that values your contributions
Opportunities for personal and professional growth through work experience and mentorship