Administrative Coordinator, Global Planning

Tiffany & Co.
New York, NY, USA
Posted 22 hours ago
Full time

Do you have a passion for the world of product planning? The Global Planning division is looking for a new team member who has a love for Tiffany products and metric analysis! This is a full cycle look from the time the products are ordered to the execution of activating them in retail stores all over the world!

The Administrative Coordinator will support the operational and administrative needs of a department with primary support to three Vice Presidents and team for Global Planning. Major responsibilities include: Ad-hoc projects, report and presentation preparation, calendar and travel management, budget coordination, office management and meeting coordination; as well as supporting the three team's key operations and functional duties.

Global Planning Team Support:

  • Supporting operational tasks of the various Planning teams, gaining exposure and an in-depth understanding of Tiffany's planning process and tools.
  • Leading the agenda and production of monthly Planning debriefs with the Sr. Vice President and team
  • Running schedule of reporting needs and other deliverables
  • Setting up large cross-functional meetings to meet those deliverables
  • Organizing communications and file sharing among others to be determined based on skill level such as power point development
  • Preparing agendas and taking notes at meetings and archives proceedings

Project Management:

  • Implementing administrative projects, systems, procedures and policies
  • Accomplishes department and organization mission by completing related tasks and ad-hoc projects as needed
  • Maintaining continuity of work operations by documenting and communicating needed actions to management and discovering irregularities and resolving continuing needs

Executive Support/Calendar Management:

  • Proactively manage three Vice President's daily calendars
  • Booking and preparing comprehensive travel arrangements as needed (flights, hotels, car rentals, reservations)
  • Other administrative support duties including expense reporting

Office Management:

  • Leading office floor plans/moves, track departmental vacation time off and coordinate all timesheets and schedules
  • Directs administrative productivity in accordance with management directives
  • Resolving administrative problems by analyzing information and identifying and presenting solutions
  • Serving as a liaison with IT technical support and facilities management
  • Management of office supplies inventory
  • Coordination of accepting and signing for deliveries and packages, distribution of trade magazines and coordination of shared materials across departments
  • Develops administrative staff by providing information, training, and coaching

Budget Management:

  • Identifying and supporting resolution for any discrepancies
  • Paying vendors, invoice management, maintaining facilities and office supply budget, and coordinating other expenses necessary to the day-to-day administrative operations
  • Providing support to the Planning teams with monthly reporting, questions, and guidance
  • Monitoring monthly roll-up and prepare summary for VP
  • Supporting with the administration and systematic inputting for the annual budget review and assists in preparation of reports and presentations and aids in budgeting process

Required Qualifications:

  • 4+ years of Administrative experience supporting a team and senior level executives in a fast-paced environment
  • Understanding of and/or exposure to basic retail math and Planning functions a plus
  • Exceptional interpersonal skills, analytics, business writing & verbal communication skills
  • Proven mastery in Microsoft Office Applications with emphasis on PowerPoint and Excel
  • Deadline driven with outstanding organizational skills
  • Flexible with changing job requirements as the business needs change
  • Ability to resolve issues without close supervision
  • Attention to detail
  • Time management

Preferred Qualifications:

  • BA or Associate's degree in Business Management or related field
  • Past experience as Administrative Coordinator/ Project Coordinator in Merchandising or Planning

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