Executive Assistant & Operations Coordinator | Hair & Beauty Industry

Key Responsibilities

• 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

Requirements

• ● Excellent written English and grammar
• ● 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

Preferred Qualifications

• ● Experience supporting founders or entrepreneurs
• ● Experience in beauty, hair, wellness, or personal branding industries
• ● Familiarity with social media management tools and platforms
• ● Previous remote assistant or operations support experience

Ideal Candidate

• This role is best suited for someone proactive, dependable, and detail-oriented who enjoys keeping operations organized behind the scenes. The ideal person is comfortable working independently, communicating professionally, and ensuring every task is completed accurately and on time.