Executive Admin & Operations Coordinator

Kiss Beauty Group; Port Washington (NY); On-site; USD 69,000 - 137,000; Full time

Benefits offered by this job

Premium Medical Insurance Coverage

401(k) Savings Plan

PTO based on seniority

Paid Holidays

Annual Bonus Plan

Onsite Fitness Center

Job summary

Kiss Nail Products, Inc. is seeking an Executive Administrator to support the Office of the Chairman with administrative operations, project coordination, billing, and confidential executive tasks.

The role collaborates with executive staff to ensure timely completion of tasks, maintain professionalism, and uphold discretion. The position covers executive operations, office support, billing, insurance and vehicle administration, payroll coordination, and vendor management, while ensuring

Qualifications

• 3+ years of experience in administrative support, operations, or executive support.
• Strong organizational and multitasking abilities.
• Excellent communication and follow-up skills.
• Ability to manage confidential information with discretion.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook.
• Strong attention to detail and accuracy.

Responsibilities

• Assist with execution and follow-up of projects and assignments initiated by the Chairman and executive office.
• Track project timelines, action items, and deliverables to ensure timely completion.
• Coordinate with internal departments and external vendors as needed.
• Prepare reports, summaries, and supporting documents for executive review.
• Manage and organize executive office records, files, and documentation.
• Assist with scheduling, meeting coordination, and administrative tasks.
• Maintain accurate records and ensure proper document management.
• Support day-to-day operations of the executive office.
• Process invoices and billing requests in a timely manner.
• Track payments and maintain organized financial records.
• Coordinate with Finance and Accounting regarding payment status and documentation.
• Assist with expense tracking and budget-related administrative tasks.
• Assist with insurance renewals, claims documentation, and policy administration.
• Maintain vehicle-related records, registrations, inspections, and service schedules.
• Coordinate with vendors and service providers regarding vehicle and insurance matters.
• Assist with payroll-related documentation for personal staff.
• Maintain employee records and administrative files.
• Coordinate onboarding paperwork and related administrative processes when necessary.
• Communicate with vendors, contractors, and service providers.
• Obtain quotes, schedule services, and follow up on outstanding requests.
• Maintain vendor records and service documentation.

Skills

Document Management

Hospitality

Invoice Management

Project Management

Education

Bachelor of Arts (B.A) in Business Administration/Management

Tools

Excel

Word

Outlook

Microsoft Office

Job description

Kiss Nail Products, Inc. is seeking an Executive Administrator to support the Office of the Chairman with administrative operations, project coordination, billing, and confidential executive tasks.

The role collaborates with executive staff to ensure timely completion of tasks, maintain professionalism, and uphold discretion. The position covers executive operations, office support, billing, insurance and vehicle administration, payroll coordination, and vendor management, while ensuring