JOB DETAILS

Coordinator

Job ID: 31221

Administrative/Clerical
United States – New York – New York
February 16, 2017

Overview

Provide high-level support to team and Executive of the department. The Coordinator’s duties will fall under three categories: office management, high-level administrative support and project management. The fast paced and multi-dimensional nature of this role requires an exceptionally well-organized, proactive professional who can interact effectively with Tiffany executives, leaders, staff at all levels throughout the organization, while maintaining nuanced, sound judgment in a fast-paced environment.

Responsibilities

Administration:

Responsibilities consist of maintaining the Executive’s calendar, scheduling meetings and conference calls and arranging complex travel itineraries.

This includes:

  • Managing Executive’s workflow and priorities by managing schedule and anticipating steps ahead
  • Preparing comprehensive travel arrangements for complex international and domestic itineraries and proactively anticipate needs
  • Using independent judgment and initiative in managing correspondence directed to the Executive and prioritizing all electronic and regular mail correspondence
  • Screening incoming calls using proper judgment and forwarding calls as appropriate
  • Preparing accurate and timely expense reports
  • Additionally, the Coordinator is expected to maintain excellent relationships with the offices of key, high-level internal and external partners

Writing and Communications:

The Coordinator will support the Executive’s needs through high-level, nuanced and clear writing, using proper judgment and incorporating understanding of relationships, priorities and objectives.

This includes:

  • Preparing draft replies to sensitive and critical correspondence (emails and letters)
  • Supporting in the preparation for speaking engagements and interviews, including but not limited to, preparing background materials, drafting talking points, liaising with different departments

Research and Special Projects:

The Coordinator will:

  • Contribute to and manage ongoing projects in the office of the Executive and will be responsible for conducting a variety of research, analysis and follow-up in support of business operations
  • Ensure that the Executive is appropriately prepared for meetings with all necessary materials, and will support the preparation of documents for internal and external presentations. When needed, participating directly in external meetings and following up with the relevant parties.
  • Conduct background research in preparation for external meetings, incorporating understanding of Tiffany & Co.’s corporate priorities and relationships
  • Manage special projects assigned by the Executive, as needed

Office Administration:

  • Oversee day-to-day operations and staff services, including but not limited to processing invoices, serving as the department’s liaison to IT and the mailroom, ordering supplies, and managing department timesheets
  • Oversee the logistical preparation for and execution of meetings and convenings hosted by the Vice President

Qualifications

Required Qualifications/Primary Job Requirements:

  • BA/BS with at least three to five years of previous experience supporting high level executives in a complex environment
  • Advanced Microsoft Office skills with an emphasis on Word, Excel and PowerPoint and Outlook
  • Advanced experience with calendar management and scheduling meeting invitations using Outlook
  • Must be an effective communicator and exceptional writer
  • Experience of being productive in a fast paced team
  • Must be discrete due to exposure of highly confidential information
  • Ability to understand the big picture and align priorities accordingly
  • Accuracy, strong organizational skills and attention to detail required
  • Ability to work under pressure on competing responsibilities with resilience, discretion and diplomacy
  • Ability to work think ahead and anticipate needs, work independently with minimal supervision
  • Must be a team player, have a positive mindset and are willing to take on “lower-level” and “higher level” work based on what needs to be done

Preferred Qualifications/Primary Job Requirements:

  • Master’s Degree

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