Executive Assistant & Operations Coordinator | Hair & Beauty Industry

OverviewWe 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 BusinessesThe 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.
Key Responsibilities
Executive & Administrative SupportManage 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 MonitoringMonitor 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 SupportUpload 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 SupportTrack 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.
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