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Administrative Assistant, IT

Tiffany & Co.
Parsippany, New Jersey, United States
Closing date
24 Apr 2024

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Job Details

The Administrative Assistant will support the operational and administrative needs of a department with primary support to the Vice President and team. Major responsibilities include: calendar and travel management, invoice and expense coordination, office management and meeting coordination.

Location: This role is in-person at our office in Parsippany, NJ with a hybrid schedule.

Executive support/calendar management:
  • The Administrative Assistant will be proactively manage daily calendars and resolve scheduling conflict. They will book and prepare comprehensive travel arrangements as needed (flights, hotels, car rentals, reservations).
  • They will manage expense reports, coordinate departmental invoices, reconcile capital expenditure requests and expense accounts. They will also be responsible for meeting deadlines and policies.

Office Management/Team Support:
  • The Administrative Assistant will track departmental vacation schedules, time off and coordinate all time-sheets.
  • Create/update PowerPoint presentations, assist in the logistical preparation for meetings and interviews including reserving conference rooms for VPs, ordering meals, liaising with IT, etc.
  • General office management including management of office supplies, coordination of accepting and signing for deliveries and packages, distribution of trade magazines and coordination of shared materials across departments.

Other Responsibilities:
  • Planning and supporting events, team-building activities and celebrations.
  • Collecting information from department partners with an attention to detail in creating PowerPoint presentations.
  • Taking meeting minutes.

Required Qualifications:
  • At least 2+ years of administrative experience supporting a team of senior level executives in a fast paced environment
  • Flexible working hours, avaialbe outside of core business hours
  • Exceptional interpersonal skills, business writing & verbal communication
  • Proven mastery in Microsoft Office Applications with emphasis on powerpoint and excel
  • Deadline driven with flexibility
  • Superior organizational skills
  • Flexible with changing job requirements as the business needs change
  • Ability to resolve problems without close supervision

Preferred Qualificiations:
  • Fluent in French


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