Executive Assistant to Chief Executive Officer

ABOUT STEPHEN SILVER FINE JEWELRY:

For over 40 years, Stephen Silver Fine Jewelry has remained rooted in the San Francisco Bay Area. We are one of America’s premier jewelers dedicated to sharing our expertise in rare gemstones, custom jewelry design, and new and pre-owned luxury timepieces.

At Stephen Silver, you will join a visionary team of talent builders and one of the world’s premier jewelry and watch houses. We believe our role is to serve and guide our customers through their journey of discovering the world’s hidden treasures. We strive to create the pinnacle of a high-touch and personal customer experience. You will work with clientele and products that define the most exclusive side of the glittering world of the ultra-high-end watches and jewelry space.

ABOUT THE POSITION:

We are currently seeking a highly organized, detail-oriented Executive Assistant to join our team. This role requires a proactive approach, excellent problem-solving skills, and the ability to maintain high levels of confidentiality. The ideal candidate will demonstrate a blend of professionalism, communication proficiency, and the capacity to manage multiple tasks efficiently.

KEY RESPONSIBILITIES:

• Provide 24/7 availability when the executive is traveling to ensure seamless communication and support.
• Manage and coordinate executives’ calendars, scheduling appointments and meetings to optimize their time.
• Open and prepare the CEO and President’s offices in the morning, tidy and close the office at the end of the day.
• Handle all aspects of travel arrangements, including bookings, restaurant reservations, itinerary planning, and coordination of transportation and accommodation.
• Type, prepare, and review various documents, including e-mails, reports, memos, letters, and others.
• Answer phone calls, direct calls to appropriate parties, or take messages as necessary.
• Record, type, and distribute minutes from meetings, ensuring all participants have access to necessary information.
• Manage, track, and inventory wine cellar and tequila/liquor storage.
• Greet visitors with professionalism, determining access to appropriate individuals within the organization.
• Read and analyze incoming memos, submissions, and reports; determine their significance and plan distribution accordingly.
• Oversee general office duties, including ordering supplies, maintaining records management database systems, and ensuring operational efficiency.
• Assist with facility and human resources issues, offering support and coordination as needed.
• Maintain corporate documents, records, and reports, ensuring effective filing and retrieval systems.
• Manage incoming correspondence, including faxes and emails, sorting, and distributing as required.
• Back up and manage other Administrative and Office Administrative Staff responsibilities as needed and to assure coverage for absences.
• Perform other duties and responsibilities as assigned to support the executive and organizational needs.
• Manage and account for CEO and/or Presidents expenses, which includes the Madera restaurant reconciliation.
• Manage storage units, keys, access, and agreements.
• Cover and back up for Office Administrator and/or Front Desk duties, such as phone, mail, deliveries, etc.
• Manager all former EA email accounts / in boxes so information is accounted for until it is decided not to be needed.
• Handle personal assistance duties such as running errands to assist the President and CEO’s with personal responsibilities.
• Other duties as assigned by CEO and/or President.

Competencies:

• Communication Proficiency: Exceptional verbal and written communication skills.
• Time Management: Ability to prioritize tasks and manage time effectively.
• Collaboration Skills: Capable of working well with others and contributing to a positive team environment.
• Personal Effectiveness/Credibility: Maintains a professional demeanor and exercises discretion.
• Flexibility: Adaptable to changing priorities and demands.
• Technical Capacity: Proficient in office software and technology tools.
• Stress Management/Composure: Capable of working under pressure while maintaining a calm demeanor.
• Teamwork Orientation: Works collaboratively to achieve shared goals.

QUALIFICATIONS:

• High school diploma/GED or equivalent required; associate degree or bachelor’s degree a plus.
• A minimum of five years of experience i…