Administrative Assistant, New York, NY

Swarovski•New York, NY

2d•Onsite

About The Position

Provide administrative assistance to direct report, to include coordination of activities with other departments and personnel to support function in meeting the company goals and objectives. May perform function for more than one executive: Coordinate VP's schedule, travel arrangements, and logistics for meetings, both on and off-site. Anticipate VP's needs and provide support, logistics, and follow-up as required. Serve as a cross-functional liaison between departments, facilitating collaboration and information flow. Manage data analytics, budgeting, and tracking processes to support company goals. Create branded presentations on various topics and cultural milestones. Handle calls, inquiries, and correspondence to enhance VP's organizational effectiveness. Draft and distribute a variety of communications, including newsletters, new hire announcements, and townhall communications. Proofread and distribute memos, documents, and correspondence related to organizational issues. Coordinate billing and expense reports with the finance department to ensure accuracy. Generate reports based on functional needs and maintain attendance/vacation calendars. Manage digital filing and organizational requirements to ensure efficient document management. Procure office supplies and equipment as needed and coordinate office activities with other departments. Communicate effectively with external vendors, employees, and coworkers both orally and in writing daily.

Requirements

Minimum 2 years of professional experience in a similar role within an international setting.
Excellent troubleshooting skills.
Oral and written communication skills are necessary, including skills in Microsoft Suite, i.e. Word, Excel (pivots & v-look ups are a must) Teams, Forms, Workday, budgeting, report creation and or process enhancement.
General project management; operation of a variety of office equipment; follow through; coordination, consolidation, and organization of clear and comprehensive data.
Understand details and processes involved in order to impact the bottom line and big picture.

Responsibilities

Coordinate VP's schedule, travel arrangements, and logistics for meetings, both on and off-site.
Anticipate VP's needs and provide support, logistics, and follow-up as required.
Serve as a cross-functional liaison between departments, facilitating collaboration and information flow.
Manage data analytics, budgeting, and tracking processes to support company goals.
Create branded presentations on various topics and cultural milestones.
Handle calls, inquiries, and correspondence to enhance VP's organizational effectiveness.
Draft and distribute a variety of communications, including newsletters, new hire announcements, and townhall communications.
Proofread and distribute memos, documents, and correspondence related to organizational issues.
Coordinate billing and expense reports with the finance department to ensure accuracy.
Generate reports based on functional needs and maintain attendance/vacation calendars.
Manage digital filing and organizational requirements to ensure efficient document management.
Procure office supplies and equipment as needed and coordinate office activities with other departments.
Communicate effectively with external vendors, employees, and coworkers both orally and in writing daily.