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