Executive Assistant & Operations Coordinator

Studio Beauty is an award-winning PR collective (named Beauty Agency of the Year 2026 by The PR Net) made up of interdisciplinary global experts who craft culturally relevant brand storytelling, establish and elevate industry thought leaders, and build enduring brand communities across beauty, wellness and lifestyle.

We are seeking an exceptionally organized, highly proactive, and hyper-professional Executive Assistant & Operations Coordinator to support our Founder and help drive the day-to-day operational excellence of the agency. This role is ideal for someone who thrives in a fast-paced, high-performance environment, anticipates needs before they arise, and takes pride in creating structure, efficiency, and calm amidst complexity.

The ideal candidate is detail-obsessed, process-oriented, technologically fluent, and capable of operating with absolute discretion and professionalism. You should be the type of person who genuinely loves organization, systems, precision scheduling, beautiful decks, and operational excellence.

Core Responsibilities

Executive Support

Manage Founder’s complex calendar with exceptional precision, prioritization, and foresight across meetings, travel, events, internal operations, and personal commitments
Anticipate scheduling conflicts, prep requirements, follow-ups, and operational needs before they arise
Coordinate all travel logistics, itineraries, reservations, transportation, expense reporting, and day-to-day administrative support
Draft, proofread, and manage highly professional internal and external communications on behalf of the Founder
Ensure inboxes, schedules, documents, and workflows remain organized, streamlined, and actionable at all times
Prepare Founder thoroughly for meetings, presentations, client engagements, and events

Operations & Process Management

Build and maintain systems, workflows, trackers, templates, and operational processes that improve agency efficiency and organization
Utilize tools, automation platforms, AI, and operational systems to streamline administrative work and create efficiencies wherever possible
Maintain meticulous organization across Google Drive, folders, internal documents, and shared systems
Coordinate office operations, including supplies, technology, building management, vendors, maintenance, and workspace logistics
Serve as a key operational liaison between internal teams, freelancers, vendors, clients, and external partners

Presentation & Deck Development

Create, update, and format polished client-facing decks and documents in Figma, Google Slides, and Google Suite
Assist with capabilities decks, proposals, presentations, new business materials, timelines, and reporting
Ensure all presentations are visually polished, consistent, and detail-perfect
Support leadership with fast-turnaround edits and presentation needs in real time

Team & Culture Support

Assist with onboarding logistics, intern coordination, and team operational needs
Help coordinate team events, client experiences, offsites, dinners, fashion week logistics, and agency activations
Manage gifting, hospitality, catering, reservations, and event support as needed
Support internal communications and help maintain a positive, organized, high-performing office culture

Qualifications

1–3+ years experience supporting senior executives, founders, or leadership teams in a fast-paced agency, startup, luxury, fashion, beauty, or media environment
Exceptional organizational skills and obsessive attention to detail
Highly proficient in Google Suite, Google Slides, Excel, and Figma
Strong understanding of operational systems, workflows, trackers, and process management
Outstanding written and verbal communication skills with impeccable professionalism
Ability to move quickly while maintaining precision and discretion
Naturally proactive mindset with strong critical thinking and problem-solving abilities
Comfortable juggling multiple priorities and adapting in real time
Experience with AI tools, automation platforms, and productivity systems preferred
Calm under pressure, resourceful, highly reliable, and solutions-oriented
Interest in beauty, wellness, fashion, culture, and communications strongly preferred

Ideal Candidate Traits

You anticipate needs before being asked
You are deeply process-driven and operationally minded
You love building order, structure, and systems
You are incredibly responsive, fast, and efficient
You communicate with polish, warmth, and professionalism
You are equally comfortable managing logistics, decks, calendars, and people
You genuinely enjoy making other people’s lives easier and more efficient

StudioBeauty

Vacatures

Executive Assistant