Executive Assistant

Are you an organizational maestro with a knack for seamlessly managing the affairs of top-level executives? Do you thrive in dynamic environments where precision and professionalism are paramount? If you’re ready to bring your executive support skills to the heart of the gemstone industry, we invite you to join Highland Park Lapidary as our Executive Assistant. This is your opportunity to be the backbone of an exceptional lapidary company, where gemstone artistry meets executive excellence.

POSITION SUMMARY
The Executive Assistant directly supports the General Manager through a variety of administrative duties, executive projects, and multi-department teams. These responsibilities include managing the executive’s calendars and extensive travel schedules, daily monitoring the executive’s email inbox, directly responding to clients (within prescribed limits) on behalf of the executive, submitting expense reports, designing materials and presentations for meetings, storing digital files in appropriate locations, and more. He/she will attend the executive’s meetings, record and publish polished notes, communicate meeting action items with appropriate parties, and track action items to ensure completion. Typical hours for this role is 8am-5pm EST, Monday to Friday; on occasion, there is a need to work additional hours on evenings and weekends during a launch or other events throughout the year.

The mission of the Executive Assistant is to stay five steps ahead of their leader, tracking all of the administrative details, and clearing the path for him to make his greatest contribution to our business. The position is a direct extension of the executive and carries immense responsibility to represent each executive with poise, professionalism, and a friendly disposition at all times. To succeed in this role, the Executive Assistant should have excellent time management and remarkable communication skills (written and verbal), as they’ll collaborate with various internal teams to deliver exceptional results on extremely tight deadlines. He/she takes responsibility for the executive’s relationships with clients, fostering genuine relationships and inspiring trust in the organization through texts, phone calls, emails, meetings, private coaching sessions, and interactions at events.

The Executive Assistant is highly independent. He/she possesses a sharp attention to detail, an exceptional aptitude for overcoming roadblocks and finding solutions, and the ability to prioritize his/her workload in a fast-paced and ambiguous environment. The Executive Assistant eagerly seeks answers, is not afraid to teach himself/herself new skills, and manages projects with minimal guidance.

While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the General Manager’s needs and the needs of the business. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the General Manager.

ABOUT THE COMPANY
Our mission is to enable artists, jewelers, and craftspeople to turn their creative visions into reality through the gemstone & glass cutting and polishing arts. For over 30 years it has been our focus to bring the highest quality and most innovative equipment, tools, and processes to all of the lapidary artists worldwide. Combining our love for the lapidary arts along with our decades of experience in the design and use of lapidary equipment provides us with a unique knowledge and experience that we bring to everything we do. We challenge ourselves to be great and the best version of ourselves through individual personal, professional, and financial goals and the impact we have in the lapidary space.

Our core values are the backbone of our business and guide our hiring process: we are inspirational, accountable, results-oriented, transparent, disciplined, and aligned. This company operates internationally and is growing by the day.

Want to know what it’s like working at Highland Park? Check this out >>> Click to view/46yQDkBF4ho

PERFORMANCE OBJECTIVES
• Ensure all administrative responsibilities (as detailed above) are fully executed with the utmost attention to detail, efficiency, and within deadlines.
• Executive expense reporting
• Represent the executives and Highland Park Lapidary Co. with a high level of professionalism, friendliness, maturity, and customer service in every interaction (internal and external), fostering genuine relationships and inspiring trust in the organization.
• Guard each executive’s time and access as a gatekeeper, determining which meeting requests to approve or deny—in alignment with the executives’ priorities and the organization’s goals.
• Liaison between all departments and at all levels within the organization, tracking any outstanding action items to completion and confidently moving projects forward.
• Display superior cross-functional collaboration skills: analytical mindset, resourcefulness, team orientation, and clear communication.
• Leverage Asana, Hubspot, Shopify, Google Suite, and other technology to accomplish tasks, with a strong willingness to learn new software and workflows if needed.
• Complete duties independently and prioritize his/her workload, in alignment with the organization’s mission, vision, and goals.
• Follow applicable processes and procedures as well as write and maintain processes for their own responsibilities.
Inform the administrative team lead and executives of any foreseen roadblocks or delays.
• Exhibit a “can-do,” positive attitude at all times.

KEY COMPETENCIES
• Proven experience in storing and retrieving digital files, maintaining databases, managing multiple calendars, scheduling travel, monitoring multiple email inboxes, recording notes, and designing meeting materials.
• Excellence in organization, planning, problem-solving, and effective management of resources.
• Superior communication skills, both written and verbal. Include the ability to draft responses on behalf of the executives with all attempts made to retain the executive’s voice and tone.
• Aptitude for building relationships with professionals at all levels of the organization and with clients, both in-person and remotely.
• Ability to collaborate with other team members while working under pressure and while considering the perspectives of multiple personalities.
• Resolve any issues or problems presented by clients or staff, including addressing complaints and designing solutions with the utmost professionalism and a desire for win-win outcomes.
• Ability to look at things from different angles and ask questions to seek a better understanding.
• A desire for continuous improvement and eagerness to learn new skills (often self-taught)
• Swift adaptability to changes in process and priorities.
• Self-starter who is working independently and with minimal supervision.
• Experience juggling multiple projects and recurring duties simultaneously, ensuring efficient completion within deadlines and sharp attention to detail.
• Ability to maintain poise, professionalism, and positivity at all times.
• Willingness and ability to work extended hours or weekends as needed to support the occasional local client events
• The ideal candidate will possess a willingness to respond to texts, emails, and calls from executives, staff, and clients outside of standard office hours.

EDUCATION AND EXPERIENCE
• Bachelor’s Degree in a business-related field preferred.
• A high-level overview of operations, marketing, human resources, and finance activities is preferred.
• 3 years’ work experience as an Executive Assistant or similar role.
• Substantial experience with G-Suite (Sheets, Documents, GMail, Calendars, Slides) and basic PDF editing functions.
• Experience with Asana, Hubspot, Shopify, and Google Suite preferred.

PHYSICAL REQUIREMENTS
• Prolonged periods sitting at a desk and working on a computer

COMMITMENT TO DIVERSITY
As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce Highland Park Lapidary Co. recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire local talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates, and partners.

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