Executive Assistant jobs in Santa Fe, NM

Executive Assistant

About Peyote Bird:

We are a family owned jewelry business, established in 1974, with headquarters in Santa Fe, New Mexico. Through timeless design, our jewelry evokes the story of our heritage. Peyote Bird Designs specializes in handcrafted artisan jewelry from, and inspired by, the American Southwest. Offering a wide range of vintage and contemporary jewelry styles, we strike a refined balance between old and new in the designs we carry and create.

We are proud of our dedicated and diverse team, and are looking forward to bringing on new talent to help continue to grow our company.

Job Description:

The Executive Assistant reports directly to the President of Peyote Bird Designs, Inc. and will primarily function as the assistant to the President. This position is a rich introduction to the wholesale jewelry industry and the various skills it takes to run a business. The Executive Assistant will work directly with members of all teams, including: creative design, sourcing, sales, marketing, production, and more. This is a very dynamic position, and every day will look different from the last. Priorities may shift very quickly. Computer skills, flexibility, and a strong design sense are a must. This position is important, while also being creative & fun. This position is intended to prime candidates for growth within the company, once we have seen where their strengths make the biggest impact. This job may require some travel. Please do not apply if you do not have the ability to travel.

Skills Required:

• Strong Excel or Google Sheets skills
• Detail oriented
• Extremely organized, systemically oriented, forward thinking
• Excellent written communication
• Quickbooks or other accounting software knowledge a plus
• Knowledge of semi precious stones (GIA certification a plus)
• Ability to identify priorities and execute tasks with accuracy and efficiency
• Tuned into the jewelry, fashion, and design industries
• Excellent follow through and initiative to get things done, even when not asked.

Preferred Skills:

• 2 years in the jewelry industry or equivalent

Key Responsibilities:

Communications:

• Schedule calls and meetings as needed
• Communicate important info between departments when needed
• Take notes at important meetings with customers & PBD departments, distribute notes appropriately
• Create SOPs for various departments as needed
• Support communication and sourcing requests to various factories, vendors, and artisans as needed
• Schedule meetings, vault appointments, deadlines, etc., in the company google calendar as needed
• Take all calls forwarded to the President

Sales Support:

• Create invoices & POs in Quickbooks & Shopify
• Create line sheets in Canva as needed for corporate and boutique accounts
• Create and send pick boxes as requested by the customer, to be approved before the send
• New lead generation & research for corporate and boutique accounts - responsible to document new leads and present quarterly reports on new lead generation
• Maintain the boutique sales calendar
• Run sales reports out of Quickbooks & Shopify as needed
• Responsible to cultivate relationships with boutique accounts and manage the sales process from start to finish
• Assist with merchandising
• Shipping and receiving

Boutique Road Trip & Trade Show Support:

Travel may be required depending on the candidate & their level of experience

• Attend trade shows & trunk shows, assist with sales, set-up & break-down
• Travel via car & plane for customer appointments & trunk shows
• Ensure packing list is created and distributed 10-14 days prior to departure
• Ensure the packing team is on track w/ their responsibilities and are on schedule - confirm that part time staff will be present to assist with packouts as needed
• Coordinate travel needs: flights, hotels, rental cars, etc for trips as requested
• Register our team for badges and other logistics as needed
• Responsible to register for trade shows on time and fill out all trade show paperwork; key contact with trade show organizers
• Create visual recaps of trade shows & sales trips to present to the team

Inventory & Purchasing:

• Run inventory reports from Shopify on a regular basis to assist in purchasing decisions
• Maintain files on all American Artisan purchasing & pricing, update within 24 hours of the appointment
• Ensure artists are paid in a timely manner
• Responsible to ship returns and checks out to Artists as needed
• Review the Top 50 Vendor purchasing report on a monthly basis
• Understand the cost structure and profit margins of PBD product pricing
• Work with the team to set retail prices that are competitive in the marketplace to guarantee healthy results for PBD
• Assist the President with pricing as needed, responsible to price alone once trained
• Place boutique orders with artisans / factories as requested
• Make purchasing inventory replenishment recommendations to the PBD President in a timely manner

Job Type: Full-time

Pay: From $18.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Ability to Relocate:

• Santa Fe, NM 87505: Relocate before starting work (Required)

Work Location: In person