What are the responsibilities and job description for the Executive Assistant to Chief Executive Officers position at Kerns Fine Jewelry?

Overview

Kerns Fine Jewelry has been a trusted, family-owned retailer in the heart of Burlingame for over 50 years. In 2024, we proudly expanded with the opening of Rolex and Patek Philippe boutiques in San Francisco. Our team of dedicated experts delivers a truly personalized and exceptional experience, helping clients find the perfect piece to celebrate life’s most meaningful moments. At Kerns, we don’t just sell jewelry—we set the standard for excellence, integrity, and lasting relationships.

We are seeking an experienced and highly capable Executive Assistant to support our Co-CEO’s.

Job Purpose / Summary

The Executive Assistant (EA) to the Co-CEOs will provide high-level administrative and operational support to the leaders of a premier luxury jewelry and watch retailer with three locations. This role is critical in optimizing the efficiency and effectiveness of the Co-CEOs by managing their schedules, communications, and travel, ensuring seamless coordination across business operations. The EA will serve as a trusted partner, enabling the Co-CEOs to focus on strategic growth and leadership initiatives.

Key Responsibilities / Accountabilities

Calendar & Schedule Management : Efficiently manage the Co-CEOs’ complex calendars, scheduling internal and external meetings while prioritizing critical business needs.
Email & Communications : Monitor, filter, and respond to emails on behalf of the Co-CEOs, ensuring timely communication and follow-ups.
Travel Coordination : Plan and arrange business travel, including flights, accommodations, itineraries, and logistical support.
Meeting Preparation & Coordination : Organize executive meetings, prepare agendas, take minutes, and track follow-up actions.
Task & Project Management : Assist in coordinating projects, ensuring deadlines and deliverables are met across departments, including but not only, supporting hospitality and marketing.
Office & Administrative Support : Oversee administrative tasks such as document preparation, expense reports, and correspondence.
Confidentiality & Discretion : Handle sensitive information with the utmost confidentiality and professionalism.
Stakeholder Liaison : Serve as the primary point of contact between the Co-CEOs and internal / external stakeholders.
Process Optimization : Identify and implement improvements to increase efficiency in administrative processes.

Qualifications & Required Skills

Bachelor’s degree preferred, or equivalent experience in a senior administrative role.

Minimum 5 years of experience as an Executive Assistant, preferably supporting C-suite executives.

Strong proficiency in Microsoft Office Suite, Google Workspace, and scheduling tools .

Experience in luxury retail, high-end hospitality, or a similar industry is a plus.

Excellent verbal and written communication skills.

Exceptional time management and organizational abilities.

Ability to multitask, prioritize, and work in a fast-paced, dynamic environment.

High level of professionalism and discretion in handling confidential information.

Strong problem-solving and decision-making skills.

Experience coordinating travel and event planning.

Competencies (Ranked by Importance)

Organizational Mastery : Ability to manage multiple priorities efficiently and maintain meticulous attention to detail.

Proactive Problem-Solving : Anticipates needs and takes initiative to resolve issues before they arise.

Communication Excellence : Strong written and verbal communication skills to interact with internal and external stakeholders.

Discretion & Confidentiality : Exercises sound judgment when handling sensitive company information.

Adaptability & Resilience : Thrives in a dynamic, high-pressure environment with evolving priorities.

Relationship Management : Builds strong professional relationships across all levels of the organization.

Reporting Structure

Reports directly to the Co-CEOs .

No direct reports but works closely with internal teams and external partners.

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Executive Assistant to Chief Executive Officers

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