Administrative Assistant, New York, NY

About the Role

Provide administrative assistance to a direct report, including coordination of activities with other departments and personnel to support the company’s goals and objectives. This role may support more than one executive.

• Coordinate VP’s schedule, travel arrangements, and logistics for meetings, both on and off-site.
• Anticipate VP’s needs and provide support, logistics, and follow-up as required.
• Serve as a cross-functional liaison between departments, facilitating collaboration and information flow.
• Manage data analytics, budgeting, and tracking processes to support company goals.
• Create branded presentations on various topics and cultural milestones.
• Handle calls, inquiries, and correspondence to enhance VP’s organizational effectiveness.
• Draft and distribute a variety of communications, including newsletters, new hire announcements, and town hall communications.
• Proofread and distribute memos, documents, and correspondence related to organizational issues.
• Coordinate billing and expense reports with the finance department to ensure accuracy.
• Generate reports based on functional needs and maintain attendance/vacation calendars.
• Manage digital filing and organizational requirements to ensure efficient document management.
• Procure office supplies and equipment as needed and coordinate office activities with other departments.
• Communicate effectively with external vendors, employees, and coworkers both orally and in writing daily.

Requirements

• Minimum 2 years of professional experience in a similar role within an international setting.
• Excellent troubleshooting skills.
• Strong oral and written communication skills.
• Proficiency in Microsoft Suite, including Word, Excel (pivots & v-lookups are a must), Teams, and Forms.
• Experience with Workday, budgeting, report creation, and/or process enhancement.
• General project management skills.
• Ability to operate a variety of office equipment.
• Strong follow-through, coordination, consolidation, and organization of clear and comprehensive data.
• Understanding of details and processes to impact the bottom line and big picture.

About Swarovski

Swarovski is a Wonderlab where magic and science meet. The company unifies all parts of its organization under one spellbinding idea and brings forward a wondrous new world of crystal craftsmanship. Founded in 1895 in Austria, Swarovski designs, manufactures, and sells the world’s highest quality crystal, genuine gemstones, Swarovski Created Diamonds and zirconia, jewelry, and accessories, as well as crystal objects and home accessories. Together with its sister companies Swarovski Optik (optical devices) and Tyrolit (abrasives), Swarovski Crystal Business forms the Swarovski Group.

A responsible relationship with people and the planet has always been an integral part of Swarovski’s heritage. This manifests today in the company’s well-established sustainability agenda with youth-focused education programs and foundations to promote human empowerment and conserve natural resources to achieve positive social impact.