Executive Administrator

Kiss Nail Products, Inc.; Port Washington (NY); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Premium Medical Insurance

401(k) Savings Plan

Paid Time Off (PTO)

Relocation Support for New Hires

Annual Bonus Plan

Onsite Fitness Center

Job summary

Kiss Nail Products, Inc. seeks an Executive Administrator to support the Office of the Chairman, handling administrative operations, project coordination, and billing processes with a high level of professionalism and confidentiality.

The role involves tracking projects, coordinating with internal teams and vendors, and maintaining accurate records while assisting with scheduling and day-to-day office tasks. Strong organizational skills and discretion are essential.

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.

Responsibilities

• 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.

Skills

Administrative support

Organizational skills

Communication

Discretion/confidentiality

Microsoft Office

Tools

Excel

Word

Outlook

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.

Responsibilities

• 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
• 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
• Employee Referral Bonus Program
• License/Certification Reimbursements
• Corporate Employee Discounts
• Visa Sponsorships (100% paid by the company)
• Commuter Support (Shuttle Bus Program and EZPass Support)
• Vehicle Perks

Equal Employment Opportunity Statement

KISS Beauty Group 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.