Executive Assistant

• Manage incoming communications across email, text, and social channels
• Maintain a fast, adaptive, and highly professional tone suited for a luxury brand
• Own calendar management, appointment confirmations, reminders, reschedules, and rapid lead follow-ups
• Maintain lead tracking and update client records
• Optimize pipeline workflows using Vagaro and Referizer
• Audit and integrate Vagaro, Referizer, and Shopify
• Document clear SOPs and response templates
• Monitor Instagram and Facebook DMs, maintain brand voice, route leads, and track engagement metrics
• Identify operational bottlenecks and implement independent solutions
• Bring structured operational answers to the founder
• Take full ownership of day-to-day operations so the founder can focus on client service

• 2+ years supporting business owners or C-suite leaders, ideally in luxury beauty, wellness, med-spa, or premium hospitality environments
• Exceptional written and spoken English with high emotional intelligence to adapt communication styles for high-end clients
• Experience with booking and CRM software (Vagaro preferred), lead-generation platforms (Referizer), e-commerce (Shopify), and Google Workspace
• Highly reliable, self-directed, and capable of establishing order and repeatable processes without needing step-by-step guidance
• Full availability during US Central Standard Time (CST) business hours
• C1 English level required
• Selected candidate must speak strictly in English during their whole shift
• Resume and audio recording must be submitted in English
• Publicly accessible 30–90 second audio or video recording in English required for application
• Internet speed test screenshot required for application