Administrative Assistant

About KHOI

KHOI is a sculptural jewelry and lifestyle brand that merges artistry, culture, and commerce. Our collections and retail experiences celebrate individuality, design, and intention. From our Chicago flagship to national pop-ups, KHOI continues to grow as a leading creative brand built on community and craftsmanship.

We are seeking a highly organized and proactive Administrative Assistant to support the CEO and CFO/COO with daily operations, scheduling, communication, and coordination across teams. This individual will play a key role in maintaining smooth administrative processes, ensuring that leadership and retail operations run efficiently and effectively.

Position Summary

The Administrative Assistant will serve as the primary point of contact for internal and external communications involving the CEO and CFO/COO. This role requires professionalism, discretion, and exceptional organizational skills.

The ideal candidate thrives in a fast-paced, creative business environment and is comfortable balancing administrative, operational, and logistical responsibilities. They will support calendar management, travel coordination, meeting preparation, office supply management, and overall office functionality for both corporate and retail operations.

Core Responsibilities

1. Executive Support

• Manage daily calendars for the CEO and CFO/COO including scheduling meetings, confirming appointments, and prioritizing requests.
• Coordinate travel arrangements including flights, accommodations, transportation, and itineraries.
• Prepare meeting materials, agendas, and follow-up notes as directed.
• Handle confidential information with discretion and maintain a high level of professionalism in all communications.
• Serve as a liaison between leadership and internal teams, ensuring timely responses and clear communication.
• Assist with special projects, reports, and presentations as assigned.

2. Office and Retail Operations Support

• Monitor office and retail supply inventory to ensure both spaces are well-stocked and organized.
• Coordinate vendor relationships for office maintenance, equipment, and supplies.
• Support onboarding logistics for new hires technology needs and general orientation materials.
• Assist in planning staff meetings, leadership retreats, and internal events.
• Ensure that both the corporate and retail spaces reflect KHOI’s brand standards and operational excellence.

3. Communication and Coordination

• Respond to general inquiries directed to the executive team via email or phone, providing timely and professional correspondence.
• Coordinate scheduling and logistics for leadership, staff, and external partners.
• Track and manage project timelines and administrative deliverables for leadership priorities.
• Prepare and distribute internal updates, memos, and meeting reminders.
• Collaborate with the Social Media Manager and Marketing team to schedule cross-departmental meetings when required.

4. Meeting and Travel Support

• Schedule, confirm, and coordinate logistics for in-person and virtual meetings.
• Take meeting notes, track action items, and follow up on deliverables.
• Ensure leadership has necessary materials and context ahead of each meeting.
• Arrange business travel including conferences, retail visits, and brand events.
• Maintain travel and expense documentation for reimbursement and reporting.

5. General Administrative Responsibilities

• Assist in maintaining digital and paper filing systems for contracts, reports, and operational documents.
• Monitor and route incoming correspondence to appropriate staff or departments.
• Support internal communication processes to promote smooth collaboration across teams.
• Maintain awareness of key deadlines, upcoming events, and seasonal projects to help leadership stay proactive.

Required Qualifications

• Associate or Bachelor’s degree in Business Administration, Communications, or a related field (or equivalent experience).
• Three or more years of experience in executive or administrative support roles.
• Strong organizational and time management skills with the ability to prioritize multiple tasks.
• Proficiency in Google Workspace, Microsoft Office, and calendar management tools.
• Excellent written and verbal communication skills.
• Professionalism, discretion, and reliability in handling confidential information.
• Proactive mindset with strong attention to detail and problem-solving abilities.
• Ability to work independently while maintaining strong communication with leadership.

Preferred Skills

• Experience supporting senior executives or leadership teams in a creative or retail environment.
• Familiarity with vendor management, office operations, or purchasing processes.
• Comfort with scheduling software, project management tools, and virtual meeting platforms (Zoom, Teams, etc.).
• Strong interpersonal skills with a team-oriented, service-driven approach.
• Understanding of creative, fashion, or small business environments is a plus.

Key Competencies

• Organization: Maintains structured systems and anticipates executive needs.
• Communication: Handles correspondence clearly, professionally, and with sensitivity.
• Efficiency: Manages priorities, deadlines, and multiple moving parts with ease.
• Resourcefulness: Identifies and solves problems proactively.
• Discretion: Maintains confidentiality and professionalism at all times.
• Adaptability: Thrives in a dynamic, creative work environment with shifting priorities.

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