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Executive Assistant (Operations & Hiring)

Posted October 10, 2025
Executive Assistant / Full- Time

Job Overview

About the Role
We’re looking for a senior Executive Assistant who combines classic EA excellence (calendar, inbox, travel, expenses, comms) with hands-on project management and team build-out across multiple locations. You’ll be the CEO’s right hand—driving timelines for new-store openings, creating structure and SOPs, and owning frontline hiring/onboarding (front desk & spa managers) to replicate success market by market.

What You’ll Own
Executive Support
● Manage complex calendar, email triage, meeting prep/follow-ups, briefing docs, and priorities for the CEO.
● Coordinate travel, expense reports, vendor and partner communications with executive polish and discretion.
Project & Operations Management
● Build and run project plans for new location launches (permits/GC/vendor milestones, pre-opening checklists, staff ramp, go-live readiness).
● Track KPIs, risks, decisions, and dependencies; keep owners accountable; escalate early.
● Stand up scalable SOPs, naming conventions, file hygiene, and knowledge bases for repeatability.
Hiring, Onboarding & Team Enablement
● Source, screen, and schedule candidates for front desk and spa manager roles in new markets.
● Coordinate reference checks, offers, and start dates; run day-1 checklists and 30/60/90 plans.
● Partner with managers on engagement, check-ins, and early performance signals; help refine org charts and role clarity.
Process & Systems
● Create simple dashboards and recurring reports for leadership.
● Improve workflows across G Suite/Drive, project tools, and communication norms; maintain version-controlled docs and SOP libraries.
● Safeguard sensitive operational documents; follow secure sharing and access practices.
About the Role
We’re looking for a senior Executive Assistant who combines classic EA excellence (calendar, inbox, travel, expenses, comms) with hands-on project management and team build-out across multiple locations. You’ll be the CEO’s right hand—driving timelines for new-store openings, creating structure and SOPs, and owning frontline hiring/onboarding (front desk & spa managers) to replicate success market by market.

What You’ll Own
Executive Support
● Manage complex calendar, email triage, meeting prep/follow-ups, briefing docs, and priorities for the CEO.
● Coordinate travel, expense reports, vendor and partner communications with executive polish and discretion.
Project & Operations Management
● Build and run project plans for new location launches (permits/GC/vendor milestones, pre-opening checklists, staff ramp, go-live readiness).
● Track KPIs, risks, decisions, and dependencies; keep owners accountable; escalate early.
● Stand up scalable SOPs, naming conventions, file hygiene, and knowledge bases for repeatability.
Hiring, Onboarding & Team Enablement
● Source, screen, and schedule candidates for front desk and spa manager roles in new markets.
● Coordinate reference checks, offers, and start dates; run day-1 checklists and 30/60/90 plans.
● Partner with managers on engagement, check-ins, and early performance signals; help refine org charts and role clarity.
Process & Systems
● Create simple dashboards and recurring reports for leadership.
● Improve workflows across G Suite/Drive, project tools, and communication norms; maintain version-controlled docs and SOP libraries.
● Safeguard sensitive operational documents; follow secure sharing and access practices.

What Success Looks Like (90–180 Days)

  • Repeatable store-opening playbook in place; milestones hit on time with clear owners.
  • Hiring funnel stood up for new markets with time-to-fill and quality-of-hire trending down.
  • CEO’s admin load reduced (inbox zero cadence, reliable briefs, meetings run on rails).
  • Core SOPs and folder structures standardized across markets.

Must-Have Qualifications

  • 3–5+ years supporting a senior exec (EA/Operations/Chief-of-Staff-adjacent) withproven project management impact.
  • Hands-on hiring coordination experience (posting, screening, scheduling, references, offers, onboarding).
  • Strong, assertive communicator who can drive decisions and deadlines across busy teams.Systems builder: comfortable creating SOPs, checklists, trackers, and lightweight dashboards.
  • High discretion with sensitive info; disciplined document hygiene and secure sharing.
  • Excellent written/spoken English; confident executive presence on calls and email.
  • Tools: Google Workspace (Gmail/Calendar/Docs/Sheets/Drive), Slack, and a project tool (Asana/Trello/ClickUp/Notion, etc.).

Nice to Have

  • Multi-site retail/hospitality/health & wellness experience (store openings or rollouts).
  • Experience coordinating with construction/GC/vendors, permits, or pre-opening checklists.
  • Basic HR admin familiarity (ATS like Indeed/LinkedIn/Workable, onboarding packets, 30/60/90s).
  • Light reporting skills in Sheets (filters, pivot tables, lookups) for KPI tracking.
Why Join Assist World?

100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM

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