Administrative Assistant

Role Overview

Join Swarovski as an Administrative Assistant within the retail sector and become part of a globally renowned brand that combines innovation and inspiration. This role is ideal for individuals eager to contribute to a dynamic, inclusive team that values pushing boundaries and creating unique experiences.

Primary Responsibilities

• Manage the Vice President's calendar, arrange travel plans, and organize logistics for meetings both within and outside the company premises.
• Proactively support the VP by anticipating needs, coordinating follow-ups, and managing logistical details.
• Act as an intermediary across multiple departments to encourage collaboration and seamless information sharing.
• Handle data analytics, budget tracking, and organizational reporting aligned with company objectives.
• Develop branded presentation materials covering a variety of topics including cultural milestones.
• Manage communications by answering calls, responding to inquiries, and distributing a range of organizational documents such as newsletters and announcements.
• Proofread and disseminate official memos and correspondence pertaining to organizational matters.
• Coordinate billing and expense documentation with finance to maintain accuracy.
• Prepare reports tailored to functional requirements and oversee attendance and vacation tracking systems.
• Maintain digital filing systems ensuring effective document management.
• Procure necessary office supplies and equipment and align office activities with other departments.
• Engage professionally with vendors, colleagues, and employees to facilitate daily operations.

Candidate Profile

• Possesses a minimum of two years of relevant professional experience, preferably in an international corporate environment.
• Exhibits strong problem-solving abilities and effective troubleshooting skills.
• Demonstrates excellent written and verbal communication proficiency, with mastery of Microsoft Office Suite—including advanced Excel features such as pivot tables and V-lookups—Teams, Forms, Workday, budgeting, and reporting skills.
• Experienced in project management, adept at operating diverse office equipment, ensuring follow-through, and efficiently organizing complex data.
• Understands detailed processes and their impact on overall business success and the company’s bottom line.

About Swarovski

Swarovski stands at the intersection of magic and science, uniting a global organization through exceptional craftsmanship in crystal and gemstones. Founded in Austria in 1895, the company designs, manufactures, and retails premier crystal products and accessories. Alongside its sister companies Swarovski Optik and Tyrolit, Swarovski embodies a tradition of innovation combined with responsibility towards society and the environment, demonstrated through sustainability efforts, youth education programs, and social impact initiatives.

Equal Opportunity Employment

Swarovski is committed to fair employment practices, making hiring decisions irrespective of race, color, religion, age, nationality, gender, sexual orientation, marital status, citizenship, veteran status, or disability.