Executive Assistant

Job summary

Manage the CEO’s calendar, meetings, correspondence, records, and day-to-day administrative needs. Coordinate with clients, suppliers, and team members, track decisions and follow-ups, and handle confidential information discreetly.

Job details

The Global Diamond Broker We are seeking a proactive, highly organized Executive Assistant to support our CEO in a diamond and fine jewelry business. The ideal candidate can multitask, work effectively in a fast-paced environment, and keep track of details while managing changing priorities. This role involves working closely with a direct, hands-on CEO who has high expectations. We’re looking for someone who listens carefully, understands his objectives, asks thoughtful questions, and translates instructions into clear action. Responsibilities Manage the CEO’s calendar, appointments, and meeting arrangements. Prepare meeting agendas, take notes, and track decisions and action items. Draft and organize emails, correspondence, and documents. Coordinate with clients, suppliers, and team members to keep projects moving. Maintain accurate client records, files, and task lists. Flag scheduling conflicts, approaching deadlines, and outstanding follow-ups. Handle confidential information with discretion. Provide day-to-day administrative support. What we’re looking for Experience in executive assistance, administration, office coordination, or a similar role. Ability to multitask and manage competing deadlines without losing attention to detail. Confidence working in a fast-paced environment with changing priorities. Strong listening skills and the ability to understand instructions, clarify expectations, and follow through. A calm, professional approach to direct communication and constructive feedback. Strong written and verbal communication skills. Sound judgment, initiative, and the confidence to communicate questions or concerns respectfully. Comfort using email, calendars, spreadsheets, and digital task-management tools. Experience in jewelry, luxury retail, or client service is an asset; diamond expertise is not required. To apply Please send your résumé and a brief introduction to broker@theglobaldiamondbroker.com, with the subject line “Executive Assistant Application.”

What you’ll do

Manage the CEO’s calendar, meetings, correspondence, records, and day-to-day administrative needs. Coordinate with clients, suppliers, and team members, track decisions and follow-ups, and handle confidential information discreetly.

Requirements

Experience in executive assistance, administration, office coordination, or a similar role is sought, along with strong organization, communication, listening, and follow-through skills. Candidates should be comfortable managing competing deadlines and changing priorities; jewelry, luxury retail, or client service experience is an asset, but diamond expertise is not required.

Listed skills

• Time management · Preferred
• Appointment Scheduling · Preferred
• Attention to detail · Preferred
• Multitasking · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar Management
• Appointment Scheduling
• Meeting Coordination
• Agenda Preparation
• Note-Taking
• Action Item Tracking
• Email and Correspondence Drafting
• Client and Supplier Coordination
• Recordkeeping
• Task Management
• Confidentiality
• Multitasking
• Attention to Detail
• Written and Verbal Communication
• Sound Judgment
• Time Management

Job areas

• Administrative
• Management & Leadership
• Customer Service & Support
• Retail