EXECUTIVE ASSITANT/ PERSONAL SECRETARY

Job Description:

A Personal Secretary in the Jewellery Industry plays a vital administrative role in supporting high-level executives, managers, or the owner of a jewellery business. This position involves handling a range of administrative, organizational, and communication tasks to ensure the smooth and efficient running of the business. Given the nature of the jewellery industry—where customer relationships, high-value transactions, and time-sensitive operations are critical—the role of a personal secretary is pivotal to maintaining operational efficiency.

Key Responsibilities of a Personal Secretary in the Jewellery Industry:

1. Executive Support:

   • Provide direct administrative support to top executives, such as the CEO, Managing Director, or Senior Manager, in the jewellery business.
   • Manage the executive’s calendar, scheduling meetings, appointments, and business-related travel.
   • Act as the main point of contact between the executive and other team members, customers, suppliers, or stakeholders.
   • Handle confidential or sensitive business matters with discretion and professionalism.

2. Correspondence and Communication:

   • Draft and manage professional communications, such as emails, letters, memos, or reports, on behalf of the executive.
   • Filter and prioritize emails, phone calls, and other communications, ensuring timely and effective responses.
   • Ensure the executive is prepared for meetings by compiling necessary documents, presentations, or briefing materials.

3. Meeting and Event Coordination:

   • Organize internal and external meetings, including preparing agendas, coordinating logistics, and managing any follow-up actions.
   • Plan and coordinate company events, jewellery launches, trade shows, or industry-related exhibitions.
   • Take minutes during meetings and ensure that action points are recorded and tracked.

4. Travel Arrangements:

   • Organize travel arrangements for executives, including booking flights, accommodations, transportation, and preparing detailed itineraries.
   • Ensure travel logistics are seamless and that executives are well-prepared for meetings or events during their trips.

5. Document Management:

   • Maintain and organize physical and digital files, contracts, and documents related to the business’s operations.
   • Assist in managing important contracts, client information, vendor agreements, or purchase orders.
   • Ensure all files are up-to-date, organized, and easy to access when needed by executives.

6. Customer and Vendor Liaison:

   • Act as a liaison between executives and customers, ensuring customer inquiries or concerns are addressed promptly and professionally.
   • Manage supplier or vendor relationships by coordinating orders, deliveries, or payments and ensuring smooth communication with external partners.
   • Handle customer requests for special orders, repairs, or inquiries about product availability and communicate these details to the relevant departments.

7. Office and Inventory Coordination:

   • Assist with the smooth running of office operations, ensuring that all administrative tasks are completed in a timely manner.
   • Help maintain inventory records, including keeping track of jewellery stock levels, incoming shipments, and product displays.
   • Coordinate with the sales and inventory departments to ensure that customer orders are processed efficiently and that the necessary jewellery pieces are available.

8. Report Preparation:

   • Prepare reports, presentations, or summaries for executives based on sales data, inventory levels, market trends, or other key metrics.
   • Gather information from various departments (sales, marketing, production) and organize it into clear, concise reports for review.
   • Assist with preparing financial documents, invoices, and purchase orders related to jewellery orders and vendor payments.

9. Confidentiality and Discretion:

   • Handle sensitive company information, customer data, and confidential business matters with the utmost discretion.
   • Safeguard the privacy of high-profile clients, especially when dealing with luxury or high-value jewellery transactions.

10. Administrative Support for HR:

• In some cases, a personal secretary may also assist with HR-related tasks, such as managing employee records, assisting in recruitment processes, or organizing staff training sessions.
• Help ensure that office policies and procedures are followed and that the workplace is organized and efficient.

Skills and Qualifications for a Personal Secretary in the Jewellery Industry:

1. Organizational and Time Management Skills:

   • Strong organizational skills to manage multiple tasks, prioritize duties, and ensure that all deadlines are met.
   • Ability to coordinate the executive’s calendar and schedule with precision, allowing for smooth operation without overlaps or missed appointments.

2. Strong Communication Skills:

   • Excellent verbal and written communication skills to liaise with both internal and external stakeholders.
   • The ability to interact professionally with high-profile clients, suppliers, and colleagues, ensuring all communications are clear and professional.

3. Discretion and Confidentiality:

   • The ability to handle confidential information with discretion, especially when dealing with private customer data, sensitive financial information, or internal company affairs.
   • Trustworthiness is a critical trait for a personal secretary in any industry, particularly in the jewellery business, where high-value transactions and client privacy are crucial.

4. Attention to Detail:

   • Meticulous attention to detail, especially when it comes to preparing documents, managing appointments, or handling inventory records.
   • Ensuring all communications and administrative tasks are completed accurately and efficiently.

5. Technical Proficiency:

   • Proficient in using office software (Microsoft Office Suite, Google Workspace) and tools like spreadsheets, presentation software, and email management systems.
   • Familiarity with inventory management systems, customer relationship management (CRM) tools, or enterprise resource planning (ERP) software can be an asset.

6. Knowledge of the Jewellery Industry:

   • Understanding the jewellery market, including product types, manufacturing processes, and key trends, will enable the personal secretary to communicate effectively with the executive and other stakeholders.
   • Familiarity with the jewellery industry’s terminology, such as gemstones, metals, certifications, and design styles, can be helpful when liaising with clients or suppliers.

7. Problem-Solving Abilities:

   • The ability to anticipate issues before they arise and solve them quickly, whether related to scheduling conflicts, customer complaints, or logistical challenges.
   • A proactive mindset to handle any obstacles or last-minute changes that may occur in the executive’s day-to-day activities.

Traits of a Successful Personal Secretary in the Jewellery Industry:

• Professionalism: A personal secretary represents the executive and, by extension, the company. Maintaining a professional demeanor in all interactions is essential, especially when dealing with high-value clients or prestigious suppliers.
• Reliability: Executives rely on personal secretaries to keep everything running smoothly. A reliable secretary who can manage tasks without constant supervision is invaluable.
• Multitasking: The ability to juggle several tasks at once, whether organizing meetings, handling customer inquiries, or tracking orders, is crucial in this fast-paced environment.
• Customer-Centric: Given the focus on luxury products and services, the personal secretary must be customer-oriented, ensuring clients receive prompt and professional responses at all times.