Jewelry Specialist Assistant

🎯 Role Definition

Welcome to a unique opportunity to immerse yourself in the dazzling world of fine jewelry. This role requires a highly organized and motivated Jewelry Specialist Assistant to become an indispensable member of our esteemed team. In this role, you will be the right hand to our Senior Jewelry Specialists, providing critical support across all facets of the department—from meticulous inventory management and client interaction to sale preparation and post-sale services. This position is the perfect launching pad for a career in gemology, luxury sales, or the auction world, offering unparalleled exposure to rare gemstones, exquisite craftsmanship, and a discerning clientele. You will be a key player in maintaining the integrity of our collection and delivering the exceptional service our brand is known for.

📈 Career Progression

Typical Career Path

Entry Point From:

Luxury Retail Sales Associate
Gallery Assistant or Intern
Gemology Student (GIA, FGA)
High-End Customer Service Representative

Advancement To:

Jewelry Specialist / Junior Specialist
Senior Sales Professional / Private Client Advisor
Showroom Manager or Department Manager
Gemologist or Appraiser

Lateral Moves:

Watch Specialist Assistant
Client Relationship Manager
Luxury Consignment Manager
E-commerce Merchandising Coordinator

Core Responsibilities

Primary Functions

Provide comprehensive, high-level administrative and sales support to Senior Jewelry Specialists during client appointments, private viewings, and transactions.
Meticulously manage, tag, and track the movement of high-value jewelry inventory, including intake from consignors, inter-office transfers, and returns.
Develop and maintain strong client relationships through proactive and personalized communication, including scheduling appointments, managing follow-ups, and updating a client book.
Assist in the detailed cataloguing of jewelry for auctions and private sales, including researching provenance, verifying gemstone specifications, and writing descriptive copy.
Carefully inspect and document the condition of incoming jewelry pieces, noting any damage, repairs, or alterations to create accurate and thorough condition reports.
Coordinate the logistics for secure domestic and international shipping of jewelry, ensuring proper packaging, insurance, and customs documentation are completed.
Cultivate a deep and ever-expanding knowledge of gemstones, diamonds (the 4Cs), precious metals, and historical jewelry periods to confidently address client inquiries.
Prepare and arrange jewelry for professional photography, ensuring pieces are clean, correctly styled, and managed securely throughout the process.
Act as a key point of contact for client inquiries via phone and email, providing exceptional service and directing complex queries to the appropriate specialist.
Assist in the setup, maintenance, and breakdown of jewelry displays for showcases, client viewings, exhibitions, and special events, ensuring brand and security standards are met.
Support the appraisal process by gathering preliminary research, comparable market data, and organizing necessary documentation for the gemology team.
Manage the end-to-end process for client jewelry repairs, including intake, liaising with bench jewelers for quotes, and ensuring timely, high-quality completion.
Prepare for and provide hands-on support during live auctions and gallery events, assisting with client registration, absentee bidding, and payment processing.
Maintain and meticulously update the inventory database and CRM system with precise client information, stock details, and sales transaction records.
Deliver exceptional post-sale service by coordinating ring resizing, special engravings, and the timely delivery of updated appraisals or gemological certificates.

Secondary Functions

Support ad-hoc research projects on market trends, auction results, and designer profiles to assist specialists with valuations and business-getting proposals.
Contribute to the organization and maintenance of the department’s library of gemological resources, auction catalogues, and reference materials.
Collaborate with the marketing and press teams by providing accurate jewelry details and helping to facilitate requests for media and editorial features.
Participate in regular inventory counts and system audits to ensure 100% accuracy and accountability for all items within the department.
Assist in liaising between clients, sales specialists, and designers during the custom jewelry design process, documenting specifications and tracking project milestones.
Help generate invoices, process payments, and reconcile sales transactions in close collaboration with the business management and finance departments.

Required Skills & Competencies

Hard Skills (Technical)

Foundational knowledge of gemology, including diamond grading (4Cs) and colored gemstone identification.
Proficiency with inventory management systems and databases.
Experience with Point of Sale (POS) and Client Relationship Management (CRM) software (e.g., Salesforce, Artlogic).
Strong command of the Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
Familiarity with basic jewelry handling, care, and security protocols.
Understanding of auction, consignment, or luxury retail business processes.
GIA (or equivalent) certification such as AJP or GG is highly desirable.

Soft Skills

Meticulous, razor-sharp attention to detail and a commitment to accuracy.
Exceptional organizational and time-management skills with the ability to prioritize in a fast-paced environment.
Unwavering discretion, professionalism, and integrity when handling sensitive information and valuable assets.
A genuine passion for fine jewelry and a strong client-centric service mindset.
Polished interpersonal and sophisticated communication skills (both written and verbal).
A collaborative, team-player attitude with a proactive and "no task is too small" approach.
Poise, grace, and a polished professional demeanor suitable for a luxury environment.
Strong problem-solving abilities and the capacity to remain calm and effective under pressure.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent.

Preferred Education:

Bachelor’s Degree.
GIA Accredited Jewelry Professional (AJP) or Graduate Gemologist (GG) diploma.

Relevant Fields of Study:

Art History
Gemology
Fashion Merchandising
Business Administration

Experience Requirements

Typical Experience Range:

2-4 years of relevant experience.

Preferred:

Direct experience within a fine jewelry gallery, luxury retail brand, or major auction house is strongly preferred.
Proven experience in a role requiring rigorous inventory management and client interaction.