Executive Assistant

About This Role

Do you love bringing order to chaos, managing complex schedules, and driving execution across teams - all while keeping things running seamlessly behind the scenes?

We’re looking for a world-class Executive Assistant to partner directly with the Founder & CEO of one of the fastest-growing DTC beauty brands in the US.

You’ll serve as the founder’s right hand - managing day-to-day operations, follow-ups, and projects that touch every part of the business.

This role combines executive support, project management, and building operational systems, with a mix of business and personal responsibilities (approximately 75/25 split).

It’s ideal for someone who wants to grow into a Chief of Staff role within 12–24 months.

WHO THEY ARE

They’re a category-defining DTC beauty brand leading the anti-aging and at-home skincare device space - scaling rapidly across the US and international markets.

With a lean, high-performance team, they move fast, test often, and operate with precision. The founder is visionary, dynamic, and heavily involved in product, growth, and strategy - and needs a trusted partner to help keep execution on track and the organization running smoothly.

YOUR MISSION

Your mission is to amplify the founder’s effectiveness, ensuring priorities are clear, meetings are efficient, action items are executed, and projects move forward without bottlenecks. You’ll bring structure, accountability, and operational clarity to a fast-moving founder-led business, all while handling the mix of personal and business logistics that make it possible for the CEO to focus on growth and strategy.

This is a remote, full-time contractor role with flexible working hours and exposure to every aspect of a high-growth eCommerce operation.

WHAT’S IN IT FOR YOU

• Work directly with a visionary founder and play a critical role in scaling a fast-growing DTC brand
• Gain cross-functional exposure across operations, marketing, product, and finance
• Build the foundation for a Chief of Staff career path within 12–24 months
• Join a high-performance, globally distributed team with a culture of ownership and initiative
• Enjoy flexibility, autonomy, and the opportunity to make a tangible impact every week

WHAT YOU’RE GETTING INTO

1. Executive Support

• Manage the founder’s calendar, inbox, and Slack communication - prioritising and scheduling with intention
• Handle email triage, categorization, and follow-ups to keep the founder focused on high-leverage tasks
• Join key meetings, take structured notes, and ensure all action items are tracked to completion
• Prepare daily and weekly briefs, coordinate travel (business and personal), and manage logistics
• Oversee personal gifting, appointments, and investment tracking

2. Operations & Systems Management

• Create and maintain SOPs, checklists, and documentation in ClickUp and Notion
• Support onboarding for new hires, system access, and workspace setup
• Conduct backend cleanup across ClickUp, Notion, Google Drive, and Slack
• Perform online research (business and personal) to support decisions and planning

3. Project & Team Coordination

• Manage timelines, task delegation, and follow-ups across departments (marketing, ops, product)
• Track deliverables in ClickUp, send reminders, and proactively flag delays
• Coordinate team retreats, events, and gift programs
• Support recruitment logistics: scheduling interviews, tracking candidates, and following up

4. Metrics & Reporting

• Compile weekly and monthly reports summarizing progress on KPIs and key projects
• Pull data from Shopify, CheckoutChamp, Loop, and marketing dashboards for executive summaries
• Assist in creating decks and presentations

5. Travel & Lifestyle Management

• Plan and manage all travel logistics (flights, hotels, transfers, visas, itineraries)
• Coordinate personal appointments, social events, and household logistics
• Oversee gifting, celebrations, and special events for both personal and team milestones

6. Personal Finance & Admin

• Track personal transactions, maintain monthly P&Ls, and ensure accurate documentation
• Handle insurance claims, reimbursements, and payments
• Oversee logistics for properties, vehicles, and utilities

WHO YOU ARE

• You’ve supported a founder, CEO, or senior executive in a fast-paced, high-growth environment
• You have strong project management experience - ideally in eCommerce, startups, or agency operations
• You’re extremely organized, detail-oriented, and thrive on managing competing priorities
• You take initiative, think several steps ahead, and communicate proactively
• You’re tech-savvy, comfortable using tools like ClickUp, Notion, Slack, and Google Workspace
• You’re adaptable, calm under pressure, and thrive in a fast-changing environment

Bonus Points If You Have:

• Experience in eCommerce, DTC, or digital marketing
• Background in operations, project management, or Chief of Staff support
• Familiarity with tools like Shopify, Loop, and Notion automations

WHAT SUCCESS LOOKS LIKE

30 Days: You’ve learned the business rhythm, set up systems for inbox and calendar management, and started handling follow-ups and coordination independently.

60 Days: You’ve established reliable workflows for communication, reporting, and project tracking.

90 Days: You’re fully integrated as the founder’s right hand - keeping priorities clear, tasks on track, and the business running efficiently.

RECRUITMENT PROCESS

1. Intro Chat - A quick conversation to discuss background, experience, and alignment
2. Founder Interview - Meet the CEO and discuss working style, systems, and priorities
3. Practical Task - A short organizational or project management task
4. Final Interview - Review expectations and next steps