Administrative and Personal Assistant

Ada Diamonds

Ada Diamonds

Austin, TX, USA
Posted on Friday, October 27, 2023
Ada Diamonds is seeking an Administrative and Personal Assistant for our Austin location, directly supporting our Austin office and the Founders. This is a unique opportunity to join a venture-backed, rapidly growing luxury jewelry startup and work hand in hand with Ada’s executives. The role offers significant opportunities in an expanding company, competitive salary, and stock options.
Ada Diamonds is an online custom fine jeweler and the leading luxury retailer of lab diamonds. Our unique online Concierge model combines the ease, transparency, and flexibility of an online retailer with the high-touch, client-focused model of a private jeweler.
Known for our incomparable customer service and quality, the Ada Diamonds team consists of driven, focused individuals that strive for excellence and love to deliver stunning jewelry to appreciative clients. We are searching for candidates with similar tenacity, grit, empathy, and appreciation for quality.

The ideal candidate is someone who:

  • is extremely trustworthy and of high integrity
  • has strong verbal and written communication skills
  • is hyper-organized and exceptionally detail-oriented
  • can anticipate and prioritize needs
  • is skilled in multitasking across various stakeholder needs
  • brings a positive attitude to any task or challenge
  • has the ability to manage time effectively and shift priorities when necessary
  • has the ability to work in a fast-paced, deadline-oriented environment
  • operates with a sense of urgency and can improvise and think on their feet
  • works autonomously and proactively
  • demands excellence from others and leads by example
  • The role will be approximately 50% spent in-office supporting our Austin showroom and 50% supporting our Founders as an Executive and Personal Assistant. Responsibilities and priorities may change based on business needs.

As an Administrative Assistant, you will assist Ada’s office including, but not limited to:

  • Supporting office and administrative needs
  • Running errands based on the needs of the team
  • Answering phones and greeting customers at the front desk
  • Prepping for the sales teams appointments
  • Preparing and maintaining that the showrooms are always client-ready
  • Cleaning and organizing of all display jewelry
  • Handling pickups and drop-offs with clients
  • Shipping loose diamonds & finished jewelry
  • Organizing and managing inventory

As an Executive and Personal Assistant you will work on the following tasks including, but not limited to:

  • Collaborating with the California-based Executive Assistant
  • Organizing and preparing complex agendas for business and personal commitments with the ability to coordinate with outside parties
  • Researching and coordinating with third parties in multiple cities across multiple time zones
  • Booking and arranging travel and accommodation for both personal and work trips with the ability to arrange other aspects including visas, resources, and activities
  • Devising and maintaining office systems, data management, and filing, including troubleshooting technology, and applications
  • Screening phone calls, inquiries, and requests, and handling them when appropriate
  • Meeting and greeting visitors at all levels of seniority
  • Organizing meetings and appointments, and managing access to the founders
  • Managing work and personal schedules and simultaneously keeping execs on track with their important tasks, deadlines, and events
  • Typing, compiling, and preparing reports, presentations, and correspondence
  • Managing databases and filing systems
  • Liaising with staff and clients
  • Tracking and processing expense reports
  • Managing and overseeing special projects in all offices
  • Accompanying the founders on business trips (when necessary)
  • Planning and scheduling social activities
  • Personal shopping
  • Managing home projects including with third party vendors
  • Handling special deliveries
  • As this role includes Personal Assistant responsibilities such as house management, it requires someone of exceptionally high integrity and discretion.

Required Qualifications

  • Bachelor’s Degree
  • 5+ years prior experience providing support to c-level management or equivalent
  • At least 3 years consecutive experience at the same company in an assistant capacity
  • Austin resident
  • Has a driver’s license, car, and can drive to Austin office and short distances for errands
  • Experience with and love for dogs
  • Has experience in a high-tech, startup, or a company experiencing rapid growth
  • Responsive and adaptive to an ever-changing environment including nights and weekends as needed
  • Experience with confidentiality agreements
  • Highly proficient with Gmail and Google Apps
  • Experience with Slack
  • Ability to quickly learn new tools, technologies, and workflows
  • Can manage multiple projects at once

Logistics & Compensation

  • Full-time, hybrid role
  • Will start as a 90 day contract with the ability to get converted to a permanent position
  • 3.5 days/week 9am-6pm on site in either South Congress or home office in Austin; 1.5 days/week WFH; subject to change based on business needs
  • Some work on weekends and outside of normal business hours required
  • Reporting to Ada’s CEO and COO
  • Competitive compensation, benefits, and stock options
  • Travel is required to out-of-state locations and trade shows on occasion
  • In office dress code is sophisticated business casual
  • Must be able to offer at least 2 professional references that can speak to the candidate’s past success in an assistant role