Executive Assistant CEO Job at KVK LLC in New York

Kimberly Von Koontz Landscaping (KVKL) is a premier global landscape design firm renowned for crafting timeless, garden escapes for the world’s most exceptional properties. We are seeking a highly skilled and detail-oriented Executive Assistant to support our visionary Founder & CEO in managing the dynamic operations of this fast-paced, high-profile business.

Key Responsibilities:

Calendar & Agenda Management

• Oversee CEO weekly agenda, ensuring seamless coordination of meetings, appointments, and project timelines.
• Anticipate scheduling conflicts and proactively manage changes to maintain efficiency.
• Organize and set priorities among a variety of complex tasks, including a high volume of
• Regularly occurring work and constantly changing array of projects and calendar demands.
• Provide comprehensive support for personal and family scheduling, including appointments, coordinating activities, and directing the management of household-related tasks with and alongside the domestic team.

Financial Management

• Accurately track and manage monthly expenses, reconciling financial reports with a
• meticulous eye for detail.
• Assist with budget oversight, invoice processing, and preparation of precise financial
• summaries.
• Travel Coordination
• Plan and book complex domestic and international travel itineraries with flawless execution.
• Provide detailed agendas, navigate time zones and manage last-minute adjustments smoothly.

Marketing Support

• Collaborate on ad hoc marketing projects, ensuring all deliverables meet the Founder’s high standards of accuracy and quality.
• Prepare presentations, proposals, and promotional materials with exceptional attention to detail.

Operational & Administrative Support

• Manage correspondence with a high degree of professionalism and precision, drafting and prioritizing responses as needed.
• Coordinate with internal teams to ensure project milestones are achieved on schedule and to exacting standards while introducing new processes to enhance efficiency.
• Organize events, client meetings, and team activities with comprehensive planning and thorough follow-through.
• Identify, prepare and compile necessary materials to ensure that the CEO has appropriate material for meetings, reports, presentations, events and projects

Required Skills and Qualifications:

• 5-10 years of Executive Assistant experience, ideally in luxury design, creative, or high-growth environments.
• Exceptional organizational skills and proven ability to manage timelines, projects, and high-level executive schedules with a sense of urgency.
• Demonstrated financial acumen, with experience tracking and reconciling expenses or managing budgets.
• Superior attention to detail in all aspects of work, from written communication to project management and event planning.
• Strong written and verbal communication skills, including proficiency in PowerPoint and creating polished presentations, always maintaining professionalism and discretion.
• Tech-savvy with proficiency in Microsoft Office Suite, Google Workspace, and project management tools (e.g., Asana, Trello).
• A proactive, adaptable, and problem-solving mindset, thriving in an unstructured, fast-paced environment. Comfortable in an environment where flexibility, resourcefulness, and adaptability to changing needs and demands are required.
• High degree of discernment, tact and integrity