Job Title: Administrative Assistant

Job Description

At Columbia Gem House, we are always looking for ways to make a positive impact. We are family owned/operated and the first colored gemstone wholesaler to develop a formalized Fair Trade Gems process. Our Fair Trade Gems Principles & Protocols challenge the industry, seek ways to go above and beyond typical Fair Trade standards, and encourage passionate problem-solvers to voice their thoughts and be heard.

We are seeking a vibrant, detail-oriented individual to take on the role of Administrative Assistant. The primary responsibility of this role is to support the management team with a variety of tasks to allow those individual's focus to be placed on more advanced activities. This individual will also assist in daily office needs such as answering phones, typing, simple computer support (email searches, document saving and printing, password tracking, etc.), document preparation, internal communications, schedule coordination, and website support.

The individual who will be most successful in this role is a patient problem solver with excellent communication skills, immaculate attention to detail, and possesses a team-first attitude. You enjoy working with others daily and are quick to adapt based on the needs of the team. You are someone who competes with themselves to challenge who they were yesterday and unafraid to challenge the norms, because the norms of our industry are destined to change for the better.

Our vision is to create a world where responsibly sourced gems are the rule, not the exception. We invite you to join us in being the team that leads the industry into a new era.

Reports to

General Manager

Primary Responsibilities

Provide administrative support to management through various tasks; scheduling meetings, reviewing, editing, drafting, distributing, and organizing various communications, i.e. emails, all-office communications, process flows, filing, logging into video calls, etc.

Manage and organize senior leadership calendar(s) using Outlook and update as needed.

Record and document procedures from senior leadership; store and organize effectively.

Provide front desk coverage; greeting guests/customers, signing them in as guests, make them feel welcomed and comfortable, manage/screen incoming phone calls, taking messages, direct to appropriate departments, receiving mail, postal runs, and more.

Use computers to generate reports, transcribe meeting notes or other correspondence, create presentations, and conduct research as requested by management.

Perform administrative activities related to our Product-to-Post project; create draft product web pages, confirm pricing and varieties are correct prior to uploading to website.

Coordinate fulfillment of website sales; perform multiple reviews daily for incoming web orders, confirming accuracy of information on orders, connecting with customers via email on any order issues, print & hand off for fulfillment following appropriate process/protocol.

Coordinate/schedule in-office trainings, all-office or other internal meetings, office parties, drinks cart & compliment cards, and periodically book travel arrangements for employees and/or customers as requested by management.

Coordinate/schedule office building maintenance activities; preventative maintenance; calling for repairs, building and maintaining equipment inventories, etc.

Support basic HR activities; maintain filing system, contact database, and employee list, both analog and digital; support management in other HR activities, such as annual reviews or goal setting, by tracking and sending reminders to employees.

Maintain, organize, and order general office supplies including paper, pens, ink/toner, etc. to ensure the tea

Columbia Gem House

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