Careers- Executive Assistant | Hearts On Fire

Executive Assistant

SUMMARY:

The Executive Assistant will provide high-level support by managing information requests and performing daily administrative functions.  This role will be responsible for supporting three Executives: President of Hearts on Fire, President of Memoire and the Chief Financial Officer.  Responsibilities include but are not limited to preparing correspondence, preparing presentations, greeting visitors, arranging conference calls, scheduling/coordinating meetings, managing daily calendar/schedule and booking domestic & international travel for business purposes. 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Maintains professional calendars as well as contact lists for three executives
  • Arranges and coordinates business meetings/appointments, reserves conference rooms, orders catering, and acts as host for all guests of the executive team
  • General office administrative tasks, including mail/correspondence, e-mails, notarization, postage, presentations and speeches
  • Coordinates complex domestic and international travel arrangements, including transportation, meals, events, reservations, visas, passports etc.
  • Maintains highest degree of confidentiality - access to confidential documents and information including but not limited to: legal documents, bank accounts, credit cards, emails, internal issues, etc.
  • Processes expense reports and files reimbursements as needed
  • Coordinates and completes special assignments and projects as required
  • Prepare/support on presentations as needed
  • Other duties as assigned

QUALIFICATIONS:

  • Bachelor's degree and 3 years’ relevant experience; or equivalent combination of education, training and experience
  • Ability to establish and maintain effective working relationships with coworkers, managers, and customers
  • Advanced PC skills (proficiency with MS-Word, Excel, Power-Point, and Outlook)
  • Knowledge of Microsoft 365 tools are a plus
  • Excellent written and communication skill-sets being able to communicate with all levels of the organization
  • Strong organizational, initiative, process, and multi-tasking skills in a fast-paced, high profile environment
  • Ability to exercise discretion and confidentiality
  • Must be able to handle numerous projects at one time and prioritize them effectively
  • Excellent attention to detail and follow-up skills
  • 5% travel requirements where applicable

ABOUT THE COMPANY:

Chow Tai Fook North America (“CTFNA”) is a division of Chow Tai Fook Jewellery Group Limited (the $7.6B vertically integrated jewelry retailer based in Hong Kong; HK Stock Exchange: 1929). CTFNA is based in Boston, MA and represents CTF’s wholesale division in North America, home to brands Hearts On Fire and Memoire. Hearts On Fire, is a global diamond jewelry brand known for its exceptional and consistent cut (The World’s Most Perfectly Cut Diamond) and is sold in more than 700 points of sale in over 30 countries through independent jewelry retailers, Hearts On Fire branded retail locations, department stores and heartsonfire.com. Memoire is a leading manufacturer of high quality, classic diamond essentials, offering both a Memoire branded and private label offering to retail partners. For over thirty years, Memoire has been recognized for its outstanding craftsmanship and design.

Please submit all resumes to talent@heartsonfire.com.