Executive Assistant, Marketing & Communications

Who are we?

A High Jewelry Maison with a strong heritage who promotes exceptional know-how in an enchanting and creative environment. Our Maison is looking for talented individuals who contribute to developing and transmitting their expertise with care and no compromise. At Van Cleef & Arpels you will be surrounded by passionate experts and will contribute to many new projects which allows our Maison to regularly reinvent itself. At Van Cleef & Arpels, we are proud to hire talents from many different backgrounds and experiences. We believe that when diversity and inclusion are fullyembraced and empowered, creativity and knowledge emerge to deliver excellence.

Are you a good match?

For this role, we are looking for the candidate to have a bachelor's degree and a minimum of one year of experience working with high-level Executives. You will have strong communication, writing, and organizational skills, along with excellent time management and follow-through skills with respect to detail. You will have advanced-level experience with Microsoft Office; SAP is a plus. You will have the flexibility to travel as needed, and the ability to work early morning, late nights and sometimes on weekends. You will have discretion in handling confidential and sensitive matters and a sense of urgency. Fluency in French is a plus.

What are we expecting from you?

The Executive Assistant to the Vice President, Marketing and Communications role is to provide core administrative support, including calendar management, booking & coordinating travel, budget and expense management, and assisting with planning, negotiating large scale meetings and other ad-hoc projects as needed for the Vice President, Marketing and Communications of the Executive Leadership team of Van Cleef & Arpels, Americas. This role will help to facilitate the day-to-day activities and administrative operations of the office. This role reports to the Vice President of Marketing and Communications and is based in New York.

In this role, you will:

• You will assist VP, Marketing & Communications with all-related administrative tasks including but not limited to: organizing meetings, receiving visitors, making travel arrangements (booking hotels, restaurants and transportation) , ordering supplies, etc...
• You will maintain VP agenda to ensure priorization of time and accuracy through clear and transparent communication with VP and key stakeholders, ensure recurrence of important touch base meetings with team, local and HQ counterparts, anticipate transportation needs
• You will manage the expeditious and accurate submission of all expense reports (Concur) and be responsible to expedite payment of bills with Richemont Accounts Payable Department and comply with all Group policies
• You will assist in planning and coordinating all details for off-site meetings. This includes booking travel, hotels, car service for international and domestic travel, restaurant reservations for multiple guests and communicate details and logistics, Support travel arrangement and agenda/scheduling of overseas travellers, assist CEO's office & other departments in planning and executing company seminars and meetings (3 to 4 times/year)
• You will maintain the organization and coordination of VP workspace, order and maintain supply, order catering for meetings, greet guests and offer beverages
• You will consolidate strategic presentation needs from VP direct reports
• You will coordinate end of year greetings & gifting to vendors including shipping
• You will support VP senior deirect reports with travel needs, bookings and reservations and expense reports.
• You will effectively interact with Van Cleef & Arpels senior management on related issues. You will provide overall assistance as a back-up to Executive Assistant to the President
• Prepare Excel spreadsheets and Powerpoint presentation as needed. Special projects as assigned.
• You will support the onboarding of new team members and maintain accurate list of team members inclusive of birthdays and important dates, you coordinate gifts and celebrations
• You will support VP in all ad hoc day to day needs (meal ordering, package shipping, miscellaneous tasks etc)
• You will monitor and maintain T&E budget for the department