Executive Administrator

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

Job Description Summary

The Executive Administrator supports the Office of the Chairman by assisting with administrative operations, project coordination, billing and invoice processing, and day-to-day follow-up on executive initiatives. This role works closely with executive staff to ensure tasks, projects, and administrative processes are completed accurately and efficiently while maintaining a high level of professionalism, organization, and confidentiality.

Executive Operations Support

• Assist with the 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.

Administrative & Office Support

• 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.

Billing & Invoice Management

• Process invoices and billing requests in a timely manner.
• Track payments and maintain organized financial records.
• Coordinate with Finance and Accounting departments regarding payment status and documentation.
• Assist with expense tracking and budget-related administrative tasks.

Insurance & Vehicle Administration

• 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.

Staff Payroll & Administrative Coordination

• Assist with payroll-related documentation for personal staff.
• Maintain employee records and administrative files.
• Coordinate onboarding paperwork and related administrative processes when necessary.

Vendor Coordination

• Communicate with vendors, contractors, and service providers.
• Obtain quotes, schedule services, and follow up on outstanding requests.
• Maintain vendor records and service documentation.

Qualifications

• 3+ years of experience in administrative support, operations, executive support, or a related field.
• 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.

Preferred Qualifications

• Experience supporting executives or senior leadership.
• Experience with invoice processing, billing, or administrative accounting functions.
• Bilingual English and Korean preferred.

Core Competencies

• Strong sense of ownership and accountability
• Excellent organizational and time management skills
• Detail-oriented and highly accurate
• Professional communication skills
• Ability to prioritize multiple tasks in a fast-paced environment
• High level of integrity and confidentiality
• Flexible work schedule when business needs require

Benefits

• Premium Medical Insurance Coverage
• 401(k) Savings Plan
• Paid Time Off (PTO) based on seniority
• Paid Holidays

Additional Workplace Offerings (subject To Change Or Eligibility.)

• Annual Bonus Plan
• Onsite Employee Fitness Center with Indoor Racquetball Court and Yoga Room
• Summer Fridays
• Complimentary Gourmet Breakfast, Lunch, and Dinner
• Relocation Support for New Hires
• Work Anniversary Recognitions
• Congratulatory & Condolence Gifts
• Employee Referral Bonus Program
• License/Certification Reimbursements
• Corporate Employee Discounts
• Visa Sponsorships (100% paid by the company) i.e., New H-1B, H-1B Transfer, O-1, and Green Card
• Commuter Support (Shuttle Bus Program and EZPass Support)
• Vehicle Perks

Education

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

Work Experience

Experience Range II: 2 - 4 years of relevant experience or industry exposure in a related field

Skill(s)

Document Management, Hospitality, Invoice Management, Project Management

Language(s)

English, Korean

Certification(s)

Not Applicable

Compensation range: 69,000.00 - 137,000.00 USD Annual

Kiss Nail Products, Inc., KDC GA Corp., Ivy Enterprises, Inc., AST Systems, LLC, Red Beauty, Inc., or Dae Do, Inc. (collectively, the “Company”) is an equal opportunity employer and is committed to a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.