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in New York, NY

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Hours Full-time
Location 175 Mott Street
New York, New York

About this job

JOB DESCRIPTION

Les Ateliers Courbet is seeking a skilled, highly motivated individual to join the company's team as an Executive Administrative Assistant. We are looking for an extremely efficient, exceedingly bright, well-organized, and self-motivated individual to support the Principal Owner and Gallery Director of our furniture and design showroom/gallery in New York, NY.

RESPONSIBILITIES

  • Provide high level support to the Principal Owner and Gallery Director by proactively coordinating and maintaining schedules, meetings, and travel logistics while balancing competing time commitments
  • Act as a reliable point of contact between the team and internal/external clients
  • Answer telephones, direct calls to appropriate team members, and greet clients in the showroom
  • Support office operations by developing and implementing systems that maximize efficiency
  • Update and track delegated tasks to ensure progress to deadlines
  • Manage incoming emails, ensuring timely, accurate and appropriate response
  • Be informed of current clients, vendors, orders, and inventory pricing structure
  • Accurately prepare invoices to clients and distribute purchase orders to vendors
  • Create, analyze, and interpret expense reports, sales reports, and product reports in Quickbooks
  • Conserve the time and support the efficiency of the Owner by reviewing, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information
  • Provide chronicled reference by utilizing filing and retrieval systems
  • Provide support to Accounting by recording, reporting, and archiving company expenses, bills, and receivables using Quickbooks online system
  • Maintain an updated, accurate, and thorough inventory database, and establish data population between Excel, POS system, and Quickbooks
  • Manage inventory stock (on-hand, stored, consigned or purchased) and update / reconcile with POS system
  • Assist in day-to-day operations, upkeep of client contact lists, ordering/maintaining office supplies, mail/shipping
  • Prepare, organize, and schedule both domestic and international shipments for client orders and company inventory
  • Assist in the coordination of projects and exhibitions with the vendors we represent
  • Anticipate needs of team and take initiative to solve problems independently
  • Handle special projects as they arise and as directed by leadership
  • Maintain discretion and confidentiality

QUALIFICATIONS

This position calls for a highly organized individual as their role requires self-direction combined with flexibility and a capacity to give and receive feedback graciously. Attention to detail is highly important for this position. The Executive Administrative Assistant should possess the following professional qualifications and personal attributes:

  • Bachelor's degree
  • Strong technical skills, including comprehensive knowledge of MS Office
  • Interest in interior design and the arts is preferred
  • Exemplary organizational, planning, and time management skills
  • Strong interpersonal, verbal, and written communication skills
  • A willingness to proactively seek ways to support the company team
  • Excellent organizational skills, attention to detail, problem solver with a demonstrated capacity to meet deadlines and prioritize effectively
  • Demonstrated capacity to work as part of a team, as well as independently