Assistant - Office Operations Specialist

Tiffany & Co. • New York, NY

3d • $34 - $46 • Onsite

About The Position

Tiffany and Company has an opening for an Office Operations Specialist at our
Jewelry Design and Innovation Workshop (JDIW). Centrally located on East 23rd
Street in New York City, this position offers a dynamic work environment and the
opportunity to support a team leveraging cutting edge technology to inspire the
creation of meticulously crafted products that encompass the exceptional beauty
of Tiffany jewelry.

The Office Operations Specialist will manage facility operations for the
60-70-person innovation workshop. This role requires a highly organized,
proactive professional with strong administrative, operational, and coordination
skills, capable of supporting executive leadership, managing facility
operations, and navigating multiple priorities within a fast-paced creative
environment. The Office Specialist ensures that the facility and its personnel
are fully equipped with the tools, resources, and environment necessary to
perform at the highest level. This includes ownership of all aspects of facility
upkeep, supply management, and employee resource needs.

In addition, this role serves as the JDIW lead for PR photoshoots, tours,
employee setup and onboarding, as well as intern and contractor logistics. The
Office Specialist also manages all JDIW-wide meetings and oversees the
day-to-day meeting calendar for Vice Presidents and Directors, ensuring seamless
coordination across leadership and teams.

Requirements

• At least 6+ years of administrative and office support experience supporting large teams and senior-level executives in a fast-paced corporate or creative environment
• Exceptional organizational and time management skills, with the ability to manage multiple priorities and deadlines simultaneously
• Demonstrated ability to prioritize and execute in environments where competing and time-sensitive demands are present
• Excellent written and verbal communication skills, with the ability to engage effectively with senior leadership and cross-functional teams
• Ability to work independently with minimal supervision while maintaining alignment with executive direction and organizational priorities
• Strong attention to detail with a consistent commitment to accuracy and operational excellence
• Flexibility to adjust to evolving responsibilities and shifting priorities in a dynamic environment
• Advanced proficiency in Microsoft Office Suite, with strong expertise in Outlook (calendar management), PowerPoint, and Excel

Nice To Haves

• Bachelor's degree
• Prior experience supporting leadership within luxury, design, fashion, or other creative industries

Responsibilities

• Determine budget and execute indirect procurement across the JDIW office and the shop, overseeing the full lifecycle of purchase orders, tracking, and reconciliation. This includes tools, components, Argon and Oxygen tanks, and all facility-related services such as suppliers, equipment maintenance and repairs, and external support services
• Lead the Health and Safety Committee and MERT team, executing all SOP creation and training, and compliance initiatives; ensure all safety equipment, including AEDs and related tools, are fully operational, maintained, and up to date
• Oversee equipment maintenance programs and coordinate with contractors and service providers, including scheduling and payment processing, in coordination with Health & Safety and Facilities department
• Maintain accurate and up-to-date hazardous materials data (MSDS) and departmental SOPs, ensuring compliance with applicable regulations and internal standards
• Coordinate and support onsite inspections with regulatory agencies, including NYFD and DEP, ensuring readiness and adherence to required protocols
• Supervise and direct cleaning personnel to ensure consistent standards of cleanliness, organization, and facility presentation
• Coordinate waste management and disposal processes, including chemicals, hazardous materials, paper products, lab coats, and other shop-related materials, ensuring proper handling and compliance
• Coordinate departmental moves and physical relocations in partnership with external services, including planning, execution, and logistics management
• Maintain vendor relationships, including contracts, contact information, and billing for external suppliers and research and development resources
• Coordinate deliveries and appointment scheduling in alignment with building management and Facilities teams
• Manage conference room approvals, scheduling, and ongoing upkeep to ensure availability and readiness
• Oversee the general upkeep and presentation of shared spaces, including pantry areas, cleaning standards, and overall workspace organization
• Manage complex calendar coordination for 1 Vice President and 1 Senior Director, ensuring alignment across cross-functional executives, directors, and managers
• Coordinate all domestic and international travel arrangements for the senior leaders including flights, hotel accommodations, detailed itineraries, and associated logistics
• Oversee post-travel expense organization and submission, ensuring accuracy, compliance, and timely processing
• Prepare and submit expense reports for the Vice President and Senior Director
• Coordinate trade show appointments and manage entry logistics as required
• Partner with the Vice President, Directors, and Managers to develop and deliver JDIW communications, including presentations, SOPs, surveys, emails, and other materials as needed
• Maintain organized filing systems with strict adherence to data integrity, security, and confidentiality standards
• Manage and maintain the JDIW inventory for the Vice President, Directors, and Managers
• Provide general administrative support as needed, including coordination of messengers, mailings, copying, printing, and ordering of supplies and catering
• Identify, assess, and resolve potential scheduling conflicts, operational risks, and preparation gaps to support seamless execution and continuity
• Serve as the primary point of contact for the Tiffany Security team, ensuring all security requirements (codes, keys, video, access permissions) are accurately maintained and updated.
• Act as the primary point of contact for PR, Creative and HR-related film and photography productions, project managing all collateral needed based on timelines and partnering with building management and external vendors to secure certificates of insurance
• Lead the planning and coordination of all JDIW tours, including scheduling, logistics, NDA execution, and preparation of supporting materials
• Serve as the primary IT coordinator for JDIW, managing system upgrades, service disruptions, moves, and equipment installations in partnership with internal and external stakeholders
• Coordinate all supplier on-site engagements, including scheduling, reservations, invitations, collateral preparation, and catering/food setup
• Provide day-to-day IT support for the Model Making team, ensuring timely resolution of technical needs and continuity of operations
• Develop, maintain, and oversee content for the JDIW intranet page
• Serve as system administrator for SharePoint and intranet platforms, ensuring accuracy, accessibility, and functionality
• Track, update, and approve shop employee attendance in Kronos and SharePoint, supporting Monthly MBR reporting for a team of 11 Model Makers
• Maintain the accuracy and integrity of departmental records, including organizational charts, contact lists, birthdays and anniversaries, SOP list, and other JDIW operational documentation
• Plan and execute JDIW engagement initiatives, including seasonal events, family activities, team-building programs, and recognition events, coordinate holiday gifting for the team
• Support the creation and ongoing maintenance of physical and digital research and development libraries
• Maintain a comprehensive digital catalog of materials, including coatings, gemstones, finishes, textures, and clasps
• Ensure all materials, documentation, and supporting collateral are organized, up to date, and readily accessible to both internal and external stakeholders
• Support leadership with special projects and strategic initiatives as assigned
• Handle sensitive and confidential information with the highest level of discretion, professionalism, and integrity

Benefits

• Eligible Tiffany employees are offered comprehensive benefits, including global benefits like adoption and surrogacy assistance, and parental leave, as well as programs that support mental, emotional, physical, and financial well-being.
• We also offer competitive pay, medical, dental, and vision insurance, 401(k) plans with company match, paid time off, alongside other meaningful employee offerings.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees