Executive Assistant & Operations Coordinator | Hair & Beauty Industry
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AI Summary
Overview
We are seeking a highly organized, detail-oriented Executive Assistant / Operations Coordinator to support a founder in the beauty and hair industry across multiple businesses. This is a remote, full-time role focused on administrative support, client communication, backend
operations, and ensuring nothing falls through the cracks across several brands.
The ideal candidate has excellent written English, strong organizational skills, and is comfortable managing multiple workflows simultaneously. Experience with Shopify or the beauty/hair industry is helpful but not required.
About the Businesses
The role supports three interconnected businesses:
● A personal hair/beauty services brand
● A hair product/e-commerce business
● A hair education/training business
Each business has existing systems and processes in place, including Loom training videos and documented workflows.
Executive & Administrative Support
● Manage and respond to client email inquiries
● Coordinate client bookings and scheduling
● Send intake forms, documentation, and onboarding materials
● Ensure all client communication is professional and error-free
● Maintain organization across calendars, inboxes, and workflows
● Follow established SOPs and internal processes Social Media & Communication Monitoring
● Monitor Instagram and social media DMs for inquiries
● Respond to basic customer messages and comments
● Escalate important opportunities or high-profile inquiries
● Ensure no inbound communication is missed
Shopify & E-Commerce Support
● Upload products and images to Shopify
● Format and publish product listings
● Add product descriptions and organize backend content
● Maintain accuracy and consistency across the website
Education Business Support
● Track student enrollments and participation
● Maintain spreadsheets and records
● Send login credentials and course access information
● Respond to student inquiries and administrative questions
● Strong attention to detail
● Highly organized and reliable
● Comfortable managing multiple priorities
● Ability to follow systems and processes independently
● Professional communication style
● Experience with:
○ Gmail / email management
○ Google Sheets or Excel
○ Shopify (basic backend experience preferred)
○ Administrative support / EA tasks
● Experience in beauty, hair, wellness, or personal branding industries
● Familiarity with social media management tools and platforms
● Previous remote assistant or operations support experience
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