Executive Admin/Business Coordinator at Kira Labs Inc

Pompano Beach, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

05 Jan, 26

Salary

0.0

Posted On

07 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Data Analysis, Project Management, Communication, Microsoft Office Suite, Salesforce, AI-Driven Tools, Data Visualization, Organizational Skills, Research Skills, Attention to Detail, Problem-Solving, Presentation Skills, Time Management, Process Improvement, Team Coordination, Administrative Support

Industry

Cosmetics

Description

Description General Summary The Executive Admin/Business Coordinator will perform a variety of projects and administrative duties to support the CEO Office and cross-functional departments in achieving operational goals while ensuring high standards of quality and efficiency. Primary / Key Essential Functions and Responsibilities: Collect, organize, and maintain accurate data for spreadsheets, Salesforce CRM, and various internal systems and external sources. Assist in the coordination of day-to-day business activities to ensure efficiency. Assist with the planning and execution of special projects, meetings and events . Conduct research and compile data for various projects and reports. Utilize AI-driven tools to enhance data processing and improve operational efficiency, deadlines, and deliverables. Create detailed reports and dashboards to track performance metrics and project progress. Compile and perform data analysis and generate actionable insights to support business decisions. Leverage and engage with project management software to optimize processes and ensure timely project execution. Support project planning and execution by creating schedules, tracking milestones, and managing deadlines. Prepare presentations, reports, and documents for leadership and team meetings. Generate periodic reports on performance, trends, and operational efficiency. Manage and maintain schedules, including coordinating meetings, appointments, and travel arrangements. Prepare meeting agendas, take minutes, and distribute follow-up notes. Coordinate and communicate effectively with internal teams and external stakeholders through written and verbal channels. Serve as a liaison between various departments, ensuring clear and efficient communication and smooth workflow. Draft professional communications on behalf of management. Respond promptly to inquiries from internal teams, clients, and vendors. Conduct regular audits of data and processes to ensure accuracy and compliance with company standards. Recommend and implement process improvements to enhance operational efficiency. Maintain an organized and efficient library of company data and product samples. Conduct product and benchmark research, as needed. Ensure resources are allocated efficiently and proactively, address potential bottlenecks. Assist with other administrative duties as needed to support team success. Requirements Education and/or Experience and Qualifications Bachelor’s degree in business administration or related field preferred. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Proficiency in AI-driven tools and data visualization platforms. Proficiency in data analytics tools is a plus. Knowledge in Trello, Taskray and SalesForce is a plus Experience in a manufacturing or beauty environment is a plus. 2–4 years of experience in administrative or business support roles is a plus. Knowledge, Skills and Abilities Excellent written and verbal communication abilities. Entrepreneurial spirit and desire for constant improvement. Ability to manage multiple priorities in a fast-paced, dynamic environment. Results-driven with excellent organizational skills, follow through, and commitment to quality. Strong attention to detail and accuracy in data handling and reporting. Analytical mindset with problem-solving capabilities. Excellent presentation and research skills. Quickly adjust to changing priorities and organizational needs Management / Supervisory Authority This position will not supervise others Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to stand; reach with hands and arms; walk. The employee must frequently sit; use hands to finger, handle, or feel objects, tools, or controls; talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is exposed to inside weather conditions, moderate noise, and vibrations. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions. External and internal applicants, as well as position incumbents who become disabled, must be able to perform the essential job functions either unaided or with assistance of a reasonable accommodation as determined on a case-by-case basis.

Responsibilities

The Executive Admin/Business Coordinator will support the CEO Office and cross-functional departments by managing data, coordinating business activities, and assisting with special projects. This role involves creating reports, managing schedules, and ensuring effective communication across teams.