Executive Assistant

About the Role

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the CEO while serving as a key operational partner across the business. This role requires exceptional project management skills, the ability to manage competing priorities, and a willingness to wear many hats in a fast-paced startup environment.

The Executive Assistant will be responsible for supporting executive operations, coordinating cross-functional projects, assisting with product development, managing administrative and financial processes, supporting HR initiatives, and providing personal assistance to the CEO and family as needed.

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Responsibilities

Executive Support

- Manage the CEO's calendar, meetings, and scheduling.

- Coordinate domestic and international travel arrangements.

- Prepare meeting agendas, take notes, and track follow-up action items.

- Prioritize incoming requests and ensure timely execution.

- Maintain confidential records and sensitive information.

- Coordinate executive meetings, team events, and off-site activities.

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Operations & Project Management

- Serve as the primary point of coordination across Product, Operations, Logistics, Marketing, Customer Service, Amazon Operations, and external partners.

- Track cross-functional initiatives and ensure projects remain on schedule.

- Follow up with stakeholders to keep priorities moving forward.

- Create and maintain project trackers, timelines, and internal documentation.

- Develop and improve operational processes and standard operating procedures (SOPs).

- Identify opportunities to improve efficiency across departments.

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Product Development

- Organize and evaluate product samples, providing feedback on fragrance, packaging, and formulation.

- Maintain organization of product samples and inventory.

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Finance & Vendor Management

- Review, QA, and process invoices from vendors.

- Track vendor payments and follow up on outstanding invoices.

- Assist with budget tracking, vendor quotes, and purchasing.

- Support cost-saving initiatives and vendor management.

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Human Resources

- Manage employee records and HR administration through Gusto.

- Maintain knowledge of company benefits and PTO policies.

- Assist with recruiting, candidate outreach, and interview coordination.

- Coordinate onboarding for new employees.

- Support the creation and maintenance of internal HR documentation and policies.

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Marketing & Customer Experience

- Support product launches and marketing campaigns.

- Assist with customer communications and product-related inquiries.

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Logistics & Office Management

- Receive, organize, and distribute incoming shipments and product samples.

- Coordinate inventory for samples and marketing materials.

- Maintain organization of office supplies and operational materials.

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Personal Executive Assistance

- Coordinate personal administrative tasks for the CEO.

- Manage personal returns and purchases.

- Organize important personal documents, including tax documentation (K-1s).

- Assist with family-related administrative needs.

- Conduct research and provide support on personal projects as requested.

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Who They're Looking For

- 3+ years of experience supporting senior executives, founders, or C-suite leaders.

- Exceptional organizational and project management skills.

- Strong written and verbal communication abilities.

- Ability to manage multiple priorities in a fast-paced environment.

- High level of discretion with confidential information.

- Experience working cross-functionally across multiple departments.

- Proficiency with Google Workspace, Microsoft Office, Slack, Gusto, Mercury, and modern project management tools.

- Self-starter with strong problem-solving skills and excellent attention to detail.

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Preferred Attributes

- Startup experience.

- Experience supporting consumer brands or e-commerce businesses.

- Comfortable working in a highly dynamic environment with evolving priorities.

- Positive attitude with a willingness to take ownership of projects large and small.

- Strong sense of urgency and commitment to operational excellence.