Administrative Assistant - TEMP Job at Tiffany & Co. in Miami

Position Overview:

Tiffany & Co. Latam is hiring an Administrative Assistant on a temporary basis, covering a leave of absence. The Administrative Assistant to the President provides comprehensive administrative support. The Administrative Assistant will manage the President's calendar, travel arrangements, and communications while coordinating meetings and handling sensitive information with utmost confidentiality. This role requires discretion, organization, and strategic thinking to ensure the President's time is optimized and all engagements are seamlessly executed. The Administrative Assistant acts as a primary point of contact, prioritizing requests and facilitating effective communication. They also contribute to project management and special initiatives, ensuring the President has the necessary support to achieve key objectives.

Key Accountabilities

Calendar & Schedule Management:

* Manage and organize the President's calendar/agenda, schedule meetings and appointments, ensuring efficient time management. Prioritize and resolve scheduling conflicts.

* Act as the primary point of contact between the President and internal/external stakeholders. Manage email correspondence, draft and check written communication, and prioritize follow-ups. Handle phone calls and inquiries, ensuring prompt and professional responses.

Travel & Event Coordination:

* Plan and organize complex travel itineraries, including flights, accommodations, transportation, and agendas. Coordinate logistics for business trips, conferences, and events. Ensure the President is fully prepared for all travel engagements and alert on his travel dates in case flights are rescheduled or canceled.

* Travel coordination for the executive team.

* Coordinate and support company events, team-building activities, and client meetings hosted or attended by the President. This includes logistics, invitations, and event follow-ups.

Meeting Support:

* Prepare meeting agendas, presentations, and relevant documents for the President.

* Attending meetings as needed, take detailed notes, and following up on action items. Ensure that the President has all materials and background information necessary to make informed decisions.

Project Management & Special Initiatives:

* Assist the President with project coordination, research, and report preparation. Manage time-sensitive tasks and deadlines, ensuring the smooth execution of key initiatives. Organize and maintain physical and digital files, ensuring that important documents are properly filed and easily accessible. Prepare reports, presentations, and other materials for internal and external meetings.

Confidentiality & Discretion:

* Handle sensitive information with the highest degree of confidentiality and discretion. Maintain a professional demeanor in all situations, especially when dealing with high-level executives, clients, or partners.

Office & Administrative Support:

* Support day-to-day office operations, including managing office supplies, coordinating with vendors, and professionally maintaining the executive office space.

* Manage the President's expenses.

* Support with executive team's expenses, as needed.

Qualifications

Required

* 4-6 years of previous administrative assistant experience working with high level or multiple executives

* Advanced Microsoft Office skills with an emphasis on Word, Excel and PowerPoint

* Must be discrete due to exposure of highly confidential client information

* Ability to multitask and prioritize workload

* Must have excellent organizational skills

* Strong communication skills

* Ability to work independently

* Former retail environment experience is preferred

* Fluent in English and Spanish

Preferred

* Bachelor's degree preferred

* French, Portuguese