Executive Assistant to CEO & Founder

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support A CEO & Founder of a high end beauty product line across both business and personal operations. This role requires someone who thrives in a fast-paced environment, anticipates needs before they arise, and can seamlessly manage multiple priorities with professionalism, discretion, and efficiency.

The ideal candidate is resourceful, adaptable, solutions-oriented, and able to maintain a high level of confidentiality while supporting daily operations, brand initiatives, scheduling logistics, events, and executive communications.

• Manage and maintain email inbox, ensuring timely communication, organization, prioritization, and follow-up on important correspondence.
• Coordinate and schedule appointments, meetings, calls, and calendar logistics across business and personal commitments.
• Track ongoing projects, priorities, deadlines, and action items to ensure timely completion and accountability.
• Successfully complete critical aspects of deliverables with a hands‑on approach, including correspondence, administrative tasks, and operational support that enable the executive team to function efficiently.
• Handle regular and consistent communication with executives, business partners, vendors, and external stakeholders in a polished and professional manner.
• Prepare, organize, and distribute NDAs and other documentation for vendors, contractors, collaborators, and individuals interacting with the client.
• Assist with expense reporting and reconciliation in collaboration with the finance team.
• Serve as a reliable resource and collaborator to internal business teams as needed.

• Book and coordinate all appointments.
• Work closely with more of the executive administration team to coordinate scheduling involving spouse, family obligations, travel, and personal calendar management.
• Anticipate scheduling conflicts and proactively adjust priorities while maintaining efficiency and clear communication.
• Manage changing priorities with discretion, urgency, and attention to detail.

• Coordinate gifting initiatives and giveaways on behalf of the CEO ensuring timely communication, organization, and execution.
• Partner closely with members of the sales team regarding campaigns, brand collaborations, and sponsored content to ensure products and Statements of Work (SOWs) are strategically scheduled and aligned with the CEO’s collaboration calendar.
• Support photoshoots and production days by assisting CEO and the team with logistics, coordination, organization, and on‑site needs.
• Ensure deliverables, deadlines, and brand obligations are tracked and executed smoothly.

• Collaborate with other members of the leadership team on company culture initiatives, including team events, birthdays, office activities, holiday celebrations, and internal morale‑building efforts.
• Coordinate and assist with planning events, dinners, parties, and special gatherings hosted by the client, as needed.
• Support special projects and company initiatives with a positive, team‑first attitude.

• Manage assigned projects from inception through completion while maintaining organization, communication, and follow‑through.
• Prioritize conflicting needs and handle matters proactively, expeditiously, and independently.
• Demonstrate strong problem‑solving skills and the ability to remain calm under pressure in a high‑demand environment.
• Take initiative to improve processes, identify efficiencies, and anticipate executive and team needs.
• Perform additional duties, tasks, and responsibilities as assigned.

• 5-7 years previous experience as an Executive Assistant, Personal Assistant, or in a similar high‑level support role preferred.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize effectively in a fast‑paced environment.
• High level of professionalism, discretion, and confidentiality.
• Strong problem‑solving abilities and…