Job Description

Role: Executive Operations Integrator
Contract: Full-time Remote Contractor (40 hours weekly / 160 hours monthly)
Business Hours: Monday to Friday, 8 AM to 5 PM EST
Rate: $2,000 - $3,000 USD monthly / $24,000 - $36,000 annually (salary is negotiable based on experience and location)
Preferred Hiring Regions: LATAM, the Caribbean, the Philippines and some Eastern European countries
Availability to Start: Immediately


Client's Profile

Founded in New Jersey in 1997, this award-winning luxury salon and wellness spa is more than a destination for beauty; it's a space for transformation, self-expression, and connection. With multiple locations and a commitment to continuous growth, they've cultivated a brand rooted in intentional service, elevated aesthetics, and deep care for their clients and team. Grounded in a culture of excellence and evolution, the company is led by a visionary founder who blends business with purpose, creating a salon experience that is as soul-filled as it is stylish. Their dedication to excellence has earned national recognition, including features in major media outlets and accolades from platforms like CBS and The Knot.

What You'll Do

As the Executive Operations Integrator, this role is not a traditional operations assistant role, and it's not suited for a traditional candidate. The client is building more than a business. They are nurturing a vision of trust, growth and collaborative improvement. As the Executive Operations Integrator, you are the trusted partner who supports the founder from behind the scenes, with clear systems, executive presence, and emotional intelligence. You don't need to be perfect. But you do need to care deeply. This role blends organizational operations, systems management, and strategic support. You'll facilitate team meetings, track KPIs, manage tools like Zenoti and Shopify, coordinate marketing tasks, and keep the founder's priorities aligned. This hands-on role is ideal for someone who thrives in structure, demonstrates initiative, and prioritizes clarity and detail. Your responsibilities will include:

• • Manage internal tools like Zenoti and Qnity, including employee logs, credentials, client scheduling, cancellations, promo campaigns, etc.
  • Oversee inventory and updates in Zenoti and Shopify, ensuring stock is correct and within budget.
  • Review reports and workflows to find and fix inefficiencies.

• • Support social media efforts by duplicating and scheduling content (IG, FB, LinkedIn, Google) to align with business initiatives.
  • Write simple copy, quotes, or weekly updates as needed, ensuring consistent brand tone.
  • Monitor engagement and share relevant content ideas as needed.

• Own the Founder's calendar, meetings, and priorities; give daily updates.
• Keep the Founder's email inbox organized, respond to messages, and track follow-ups.
• Turn the Founder's ideas (notes or voice memos) into actionable tasks.
• Protect the Founder's time while supporting the team and aligning priorities.
• Communicate with clients as needed, handling urgent escalations, urgent follow-ups and building relationships.

• At least seven years of experience in Executive Support, Operations, or Integrator roles, ideally supporting C-level or Founder Executives.
• At least one year of experience in a global remote or virtual environment for a company or with clients in North America, Europe, Australia, or the UAE.
• Experience working directly with visionary founders, especially in fast-paced or multi-business environments.
• Strong integrator and operational management skills, with the ability to translate high-level strategies into actionable plans and workflows.
• Mastery of English communication skills, both written and verbal, with a professional tone and neutral accent for both internal coordination and client correspondence.
• Proven ability to manage multiple workstreams, coordinate with cross-functional teams, and manage day-to-day operations.
• Client-facing experience, with the ability to handle escalations professionally and maintain relationships.
• Experience in light copywriting, editing, and scheduling social media content across IG, Facebook, LinkedIn, and Google platforms.
• Proficient in remote office tools like Google Workspace (Docs, Sheets, Drive, Calendar) and Slack (or Teams).
• Hands-on experience with Zenoti (or similar scheduling/inventory systems) and Shopify for backend coordination and updates.
• Experience with project management tools like Asana, Notion, or ClickUp.
• Proven experience supporting internal operations, maintaining trackers and summary reports (e.g., logins, performance, promos).
• Exposure to process optimization frameworks, with the ability to implement improvements and create SOPs from scratch.
• Ability to work independently, take initiative without close supervision, and keep executives focused on what matters most.

• Minimum 100 Mbps Internet Speed
• Windows 11 or macOS 15 Sequoia
• Minimum Intel i5 8th gen with 8GB RAM or Apple M1 chip with 8GB RAM
• Webcam and Headset
• Designated Office Space in your home

• Experience supporting a Founder or Executive in a Beauty, Wellness or Lifestyle brand.
• Experience with the Entrepreneurial Operating System (EOS) framework, including L10 meetings, Rocks, Scorecards, and IDS.
• Basic design knowledge for editing branded visual assets in Canva.

• Naturally steps in to solve problems, keep things moving, and stays a few steps ahead.
• Thinks clearly and critically, great at untangling complex challenges, spotting what's not working, and helping build smoother systems.
• Communicates with clarity and confidence, whether giving a quick update to the team or coordinating with external partners, you know how to get the message across with emotional intelligence.
• Keeps everything (and everyone) on track, juggles timelines, priorities, and moving pieces with calm precision and care for the brand image.