Executive & Personal Assistant

Position Overview

We are seeking a highly organized, proactive, and detail-oriented Executive & Personal Assistant to provide comprehensive support to a high-profile beauty brand founder. This role requires exceptional calendar management, operational oversight and the ability to anticipate needs before they arise. The ideal candidate thrives in a fast-paced environment, exercises discretion, and operates with a 24/7 mindset to ensure seamless execution across business and personal responsibilities.

Key Responsibilities

Executive & Calendar Management

• Manage complex and dynamic scheduling across multiple calendars (business, personal, and studio), ensuring accuracy and real-time updates.
• Coordinate meetings, medical appointments, brand commitments, media engagements, and school-related events with clear scheduling protocols and follow-through.
• Prepare and send daily schedules with reminder systems and proactive communication.
• Oversee weekly check-ins and ensure grooming, wellness, and key appointments are scheduled in advance.
• Manage event RSVPs, confirm attendance details, and ensure proper calendar visibility for relevant stakeholders.
• Prioritize email inbox and ensure that the founder is responding to important emails and communication.
• Ensure the founder has printed out documents for enhanced preparation for interviews, podcasts, and meetings with stakeholders.

Business Operations & Administrative Support

• Act as a liaison between the founder, internal team, vendors, medical providers, and external partners.
• Track and manage orders, deliveries, returns, and inventory for both studio and household needs.
• Submit and reconcile expense reports, review invoices, flag discrepancies, and confirm payment sources (business, personal, or trust).
• Coordinate large payments, utilities, trust payments, and vendor contracts with appropriate approvals.
• Oversee incoming studio mail, scanning and distributing documents to leadership and finance.
• Maintain operational supplies for studio shipping and fulfillment.

Travel & Event Coordination

• Coordinate all aspects of domestic travel, including flights, ground transportation, hotel accommodations, itineraries, and styling logistics.
• Schedule and prioritize pre-travel appointments including styling, hair, nails, brows, wellness treatments, and medical refills.
• Prepare detailed packing support, printed outfit breakdowns, and ensure all personal essentials are accounted for.
• Travel alongside founder when needed to oversee logistics for photoshoots, interviews, events, and activations.
• Ensure household coverage and pet care arrangements during travel.

Glam, Styling & Social Media Support

• Coordinate hair, styling sessions, and fittings in preparation for events and filming.
• Ensure wardrobe planning, garment tracking, and timely payments to stylists and vendors.
• Support weekly content filming by providing founder with scripts, products, glam scheduling, and packing essentials.
• Confirm returns, resale coordination, and wardrobe organization.

Special Projects & Personal Support

• Manage birthdays, holidays, gifting, and seasonal planning well in advance.
• Draft notes, coordinate shipments, and oversee social media birthday acknowledgments.
• Maintain a high level of discretion, professionalism, and confidentiality in all interactions.
• Anticipate needs, solve problems independently, and protect the founder’s time and energy at all costs.

Qualifications

• 3+ years of experience supporting a C-level executive, founder, or high-profile individual.
• Exceptional organizational and multitasking abilities in a fast-paced environment.
• Strong financial mindset with experience managing invoices, payments, and expense tracking.
• High level of discretion and ability to manage confidential information.
• Proactive communicator with strong follow-through and problem-solving skills.
• Comfortable working flexible hours, including occasional evenings and weekends as needed.
• Valid driver’s license and ability to provide transportation support to founder on a regular basis to work and to appointments.

Salary: $65,000–$75,000 annually, dependent on experience