Full-time
Executive Assistant
Posted on 11 June 26 by Virtual Work World
- $2000 - $3000 per Month
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Job Description
Role: Executive Assistant
Contract: Full-time Remote Contractor (40 hours weekly / 160 hours monthly)
Business Hours: Monday to Friday, 8 AM to 5 PM EST
Rate: $12.5 - $18.75 USD hourly / $2,000 - $3,000 USD monthly (salary is negotiable based on experience and location)
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
This is not a traditional executive assistant role. The client is seeking a proactive, senior-level professional who can serve as the founder's right hand, taking ownership of priorities, working independently, asking the right clarifying questions, and following through with minimal direction. Rather than simply executing assigned tasks, you will be expected to identify what needs to be done, prioritize effectively, push back when necessary, and help keep the founder accountable to key commitments. This is a long-term, full-time role best suited for someone who is highly organized, resourceful, and comfortable operating with a high degree of autonomy. Your responsibilities will include:
What You Should Have
Must-haves:
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
This is not a traditional executive assistant role. The client is seeking a proactive, senior-level professional who can serve as the founder's right hand, taking ownership of priorities, working independently, asking the right clarifying questions, and following through with minimal direction. Rather than simply executing assigned tasks, you will be expected to identify what needs to be done, prioritize effectively, push back when necessary, and help keep the founder accountable to key commitments. This is a long-term, full-time role best suited for someone who is highly organized, resourceful, and comfortable operating with a high degree of autonomy. Your responsibilities will include:
- Executive Support & Founder Accountability: 40% Role Allocation
- Own the founder's inbox: triage, draft responses, surface what needs attention, and clear what doesn't.
- Own the founder's calendar: schedule, reschedule, defend protected time, and prepare daily briefings.
- Take detailed notes in meetings and convert them into tracked action items.
- Hold the founder accountable to what she commits to in meetings, proactively remind her of deadlines, deliverables, and outstanding promises.
- Anticipate needs and surface issues before they become problems.
- Operations & Vendor Management: 30% Role Allocation
- Be the primary point of contact with vendors and service providers (electricity, internet, catering, accounting, software providers, and others).
- Pull basic reports from Zenoti and other systems as requested; problem-solve to figure out how to get the data needed.
- Send communications to clients through Zenoti CRM and other tools.
- Organize scattered or undocumented SOPs into clean, actionable workflows.
- Provide timely reminders to the founder for bills, payroll, accounting deliverables, and recurring obligations.
- Client & Team Communication: 20% Role Allocation
-
- Draft and send communications to clients and employees as directed by the founder.
- Follow up on outstanding action items from team meetings until they are resolved.
- Escalate issues that need the founder's attention with proposed solutions, not just problems.
- Blended Personal Support: 10% Role Allocation
- Handle personal tasks that intersect with work, exercised with strong discretion and confidentiality.
What You Should Have
Must-haves:
- 5+ years as an Executive Assistant, Chief of Staff, or senior administrative professional supporting a founder, CEO, or senior executive.
- 1+ year of remote work experience supporting clients in North America, Europe, Australia, or the UAE.
- Strong written and spoken English that is clear, professional, and confident in vendor and client communication.
- Native-level fluency is not required; capability and experience are the priority.
- Proven track record of working autonomously under ambiguity, taking scattered direction, and producing organized results.
- Demonstrated ability to manage vendor relationships and external communications independently.
- Experience working in environments where the founder/executive has very limited time to direct day-to-day work.
- Strong written communication, comfortable drafting on behalf of an executive.
High discretion and confidentiality in this role have access to financial, personal, and sensitive business information. - Tech Stack:
- Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) - Fluency Required.
- Slack and/or Microsoft Teams - Fluency Required.
- Project Management Tools (Asana, Notion, ClickUp, or similar) - Fluency in at least one required.
- Zenoti (Salon Management System) - experience preferred, but the ability to learn quickly is the actual requirement.
- Shopify, Qnity, Accounting Platforms (QuickBooks or similar) - Exposure is a Plus.
- Technology Specifications:
- 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.
- Familiarity with account handover and access management is a plus.
- Exposure to financial systems or reporting tools like Qnity.
Who You Are
We are hoping you are someone who:
- Takes initiative and moves projects forward without waiting for direction, proactively identifying priorities and getting things done.
- Communicates clearly, concisely, and confidently, with the ability to ask thoughtful questions and push back when necessary.
- Maintains exceptional attention to detail, ensuring every commitment, follow-up, and task is tracked through completion.
- Thrives in ambiguity, able to navigate unfamiliar situations, solve problems independently, and determine the best path forward.
- Learns new systems and tools quickly, adapting with minimal guidance.
- Handles sensitive business and personal information with the highest level of professionalism, discretion, and confidentiality.