Administrative Assistant, Luxury Goods
5 days ago
Madrid
To be considered, please submit your CV in English. The interview process will be conducted in English. We are looking for a candidate that can speak/read/write in English and Spanish. The working hours for this role are Monday through Friday, 9:30 AM-6:30 PM. We are Worthy & Circa Jewels. Our combined businesses are here to remake the world of pre-owned luxury jewelry. We use our expertise, technology and connections to get jewelry sellers the absolute most for their jewelry. We are passionate about quality, sustainability, and the valuation of finely crafted jewels. We are a group of people that are not only passionate about our work but about each other and our customers. Our flat hierarchy and organizational structure create an open environment where all feel comfortable to voice ideas, and we love the smart, creative minds of people who take pride in what they do. The Administrative Assistant will assist the administrative staff with clerical and reception duties. This is an exciting opportunity to gain experience in the luxury goods industry while utilizing your administrative background. What You’ll Do Core Responsibilities: • Client Communication: Receiving and initiating client calls, following up with clients via phone, text, and email, • Creating and Managing Client Appointments: Coordinating schedules in both the database and office calendar and confirming client appointments in a daily basis, • Data Management: Updating client information from appointments and submissions, including personal and purchase details, • Front Desk Duties: Greeting clients and providing assistance as needed, handling inquiries, and ensuring a welcoming environment, • Invoice Collection and Preparation: Collecting, reconciling, and filing invoices, setting up a payment calendar, managing tax filing, and preparing/sending monthly accounting reports Administrative and Office Support: • Jewelry Stocking, • International Shipments: Coordinating logistics and tracking international shipments Administrative and Operational Responsibilities: • Office Operations: Ensuring the office runs smoothly by managing supplies, coordinating maintenance, and liaising with vendors, • Scheduling and Coordination: Managing calendars, scheduling meetings, organizing travel arrangements, and assisting in event and team activity planning, • Document Management: Organizing, filing, and retrieving important documents, managing sensitive information, and ensuring compliance with data protection policies, • Budgeting and Procurement: Assisting with budget tracking for office supplies and equipment, approving purchases, and managing expense reports, • Internal Communication: Acting as a liaison between departments and maintaining professional communication internally and externally, • Administrative Support: Preparing reports, creating presentations, handling correspondence, and supporting managers with various projects Who You Are • A strong, and kind communicator with professional direct verbal & written skills, • Ability to work cross functionally with different teams and company stakeholders, • Highly organized with the ability adapt to changing business needs and ability to manage multiple moving parts, • Self-motivated and results-oriented, strategic thinker with an ability to learn and contribute, • Methodic, organized, and proactive What You Have • 5 years experience in a fast paced, deadline oriented environment, • 3-5 years of administrative experience required, • Luxury Goods industry background preferred, • Excellent interpersonal skills with the ability to cultivate good working relationships both internally and externally, • Experience in export/international shipments preferred, • Strong analytical and organizational skills with knowledge of Microsoft office and other relevant applications. ERP and CRM experience a plus, • Must speak, read, and write English as well as Spanish, interview will be in English, • The working hours for this role are Monday through Friday, 9:30 AM-6:30 PM What We’ll Give You • A supportive, inclusive culture in an organization that values your contributions, • Opportunities for personal and professional growth through work experience and mentorship
