Office Manager & Administrative Assistant , NY

Office Manager & Administrative Assistant job at  New York, NY.

Our business is 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 an international group of people that are not only passionate about our work but 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 Business Operations Assistant will work directly with our CEO and will be responsible for performing a number of administrative and operational duties. The ideal candidate is highly self-motivated, professional, and capable of managing their workload, prioritizing tasks in a fast-paced startup environment. The role is an amazing opportunity to join a flourishing organization, grow with the role and make an impact.

• Work directly with our company CEO and support him with varying business needs; think of yourself as an extension of him and optimize his time to help our business be the most effective
• Provide calendar management (internal and external meeting scheduling), appointments and travel arrangements for our CEO with some occasional meeting scheduling for other executives
• First in line to cover all front desk/reception duties (there is no phone line management involved)
• Flex into a variety of projects, supporting the CEO and business needs by supporting different departments and leaders in the company

• Support with planning and forecasting the operating budget for HQ and US offices
• Occasional support for the Finance Team by depositing checks or getting checkbooks to our varying US offices
• Create and submit expense reports monthly for CEO and occasionally for our President

• Help maintain the highest standards in office aesthetics, guest experience, and logistics
• Responsible for all office management needs in our NYC Headquarters including vendor management (security, HVAC, cleaning)
• Manage volume and purchase office supplies and equipment for HQ and for our satellite offices across the US (local office leads will send requests for purchases)
• Occasionally partner with office leads in global offices for operating needs (Tel Aviv, Madrid, Barcelona, Hong Kong)

• Manage purchasing, distribution, set up and maintenance of employee computers and equipment (monitors, keyboards, etc.) for all US employees; occasionally offering knowledge/support to global office leads for their local purchases
• Manage internet provider and setup in HQ
• Oversee some company subscriptions accounts (partnering with CTO) including creating accounts for new hires (Gmail, Slack, etc.)
• Liaise with tech teams to make necessary upgrades to office equipment, software and manage general staff requests
• Provide general assistance for all platforms that support the business operations

• Looking to grow your tool belt and breadth of experience in business operations
• A proactive self starter, highly independent, motivated, resourceful and assertive
• Able to thrive in a fast paced, fluid operating environment, where several pressing prioritizes tend to change rapidly
• Strong organizational, project management and problem-solving skills, unflappable and with impeccable multi-tasking abilities
• Reliable, comfortable at upholding strict levels of confidentiality
• Highly organized with the ability to manage multiple projects and communicate effectively with all teams
• Proactive, flexible and willing to adapt to changing business needs and ability to manage multiple moving parts

• 4+ years experience in a similar or transferable role (Administrative, Operations, Executive Assistant)
• Proven experience mastering multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar and email
• Strong organizational skills with the…