Executive Assistant - New York, United States - Avi & Co.

Description

Who We Are:Avi & Co. is one of the most trusted retailers in New York City for pre-owned and unworn luxury watches. We carry a remarkable selection of luxury watches from some of the world's most renowned watch brands, including Richard Mille, Audemars Piguet, Patek Philippe, Rolex, and more. Our World Class Customer Experience creates a watch-buying event for our clients. We have a luxurious private showroom in the New York's Diamond District, Miami's Design District and in Aspen Colorado. Along with our locations we have a robust e-commerce platform to cater to domestic and international clients.
Primary Responsibilities:

• Work closely with CEO, Director of Finance and Director of Operations.
• Coordinate international and domestic travel arrangements and schedules.
• Performing accounting duties (Contacting Merchants regarding charges, submitting payments, filing, office rent payments).
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Responsible for calendar management and ensuring background information for meetings are ready.
• Must have the ability to incorporate creative approaches to various projects by taking initiative and working independently
• Act as the point of contact among executives, employees, clients, and other external partners.
• Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks.
• Filing and retrieving corporate records, documents, and reports.
• Provide in-person office support at our office space.
• Prepare and edit presentations and minutes from meetings and follow-up correspondence.
• Handle personal property tasks as assigned. (i.e. Rent requests, rent receipts, creating leases, track keeping of lease end dates, obtaining contact information and keep in communication with tenants for building complaints, creating legal documents and other duties as assigned).
• Order personal items for CEO (clothing, family necessities, floral arrangements & more).
• Update CEO and the Financial Director daily with all open tasks by creating tasks lists & arranging meeting recaps.
• Assist the Financial Director with submitting Invoice payments and upkeeping the Financial Director's filing system.
• Manage company outings, office birthdays, daily lunches, gifts & other miscellaneous events..
• Maintain VIP client list for upcoming birthdays and credentials.
• Develop an understanding and familiarity of clients, partners, lawyers, and miscellaneous business relationships to manage requests accordingly.
• Personally shop at local stores for misc. items given by CEO.
• Other duties as assigned.

Requirements:

• Business Professional Attire a must.
• A minimum of 5+ years of high-level administrative experience in a business environment supporting at the Executive level of CEO and/or other executive team members.
• High school diploma or higher education.
• Outstanding organizational and time management skills.
• Be comfortable working with/managing sensitive and confidential information with discretion.
• Able to thrive and meet deadlines in a fast paced, fluid operating environment.
• Exceptional proficiency in managing calendars, priorities and schedules for executives.
• Exceptional written and verbal communication skills.
• Exceptional proficiency in organizational and critical thinking skills.
• Proficiency with software applications such as the google suite, zoom, Microsoft 365, etc.
• Must be able to manage multiple tasks and competing priorities effectively.
• Ability to foresee problems and handle them before they become issues
• Have a very strong sense of urgency.
• Be available at times after work hours for last minute travel plans.