Executive Operations Integrator

Role: Executive Operations Integrator (Beauty Industry - MUST HAVE EXPERIENCE)

Role Specifics: We are only considering candidates with experience in the beauty industry. Please only apply if you have worked in the beauty industry/salon space.

Contract: Full-time Remote Contractor (40 hours weekly / 160 hours monthly)

Business Hours: Monday to Friday, 8 AM to 5 PM EST

Rate: $2,000 - $3,000 USD monthly / $24,000 - $36,000 annually (salary is negotiable based on experience and location)

Availability to Start: Immediately

Client's Profile

Founded in New Jersey in 1997, this award-winning luxury salon and wellness spa is more than a destination for beauty; it's a space for transformation, self-expression, and connection. With multiple locations and a commitment to continuous growth, they've cultivated a brand rooted in intentional service, elevated aesthetics, and deep care for their clients and team. Grounded in a culture of excellence and evolution, the company is led by a visionary founder who blends business with purpose, creating a salon experience that is as soul-filled as it is stylish. Their dedication to excellence has earned them national recognition, including features in major media outlets and accolades from platforms such as CBS and The Knot.

What You'll Do

As the Executive Operations Integrator, this role is not a traditional operations assistant role, and it's not suited for a traditional candidate. The client is building more than a business. They are nurturing a vision of trust, growth and collaborative improvement. As the Executive Operations Integrator, you are the trusted partner who supports the founder from behind the scenes, with clear systems, executive presence, and emotional intelligence. You don't need to be perfect. But you do need to care deeply. This role blends organizational operations, systems management, and strategic support. You'll facilitate team meetings, track KPIs, manage tools like Zenoti and Shopify, coordinate marketing tasks, and keep the founder's priorities aligned. This hands-on role is ideal for someone who thrives in structure, demonstrates initiative, and prioritizes clarity and detail. Your responsibilities will include:

Operations & Integrator Coordination: 60% Role Allocation

Team & Operations Management

• Be the primary support to the Founder in managing day-to-day operations and overall team integration.
• Be the point of contact for internal issues and help with swift resolution.
• Help create and implement organizational strategies that support company goals.
• Lead planning sessions, team meetings, and 1:1s; take notes and follow up on action items.
• Manage projects from start to finish, including timelines, budgets, and delivery.
• Track team KPIs and tasks, offering support where needed.
• Prepare reports on Operations and Team Performance for the Founder.
• Identify ways to improve processes and communication, applying emotional intelligence in communication dynamics.
• Create and maintain an easy-to-follow Operations Playbook.

System Management & Process Oversight

• Manage internal tools like Zenoti and Qnity, including employee logs, credentials, client scheduling, cancellations, promo campaigns, etc.
• Oversee inventory and updates in Zenoti and Shopify, ensuring stock is correct and within budget.
• Review reports and workflows to find and fix inefficiencies.

Marketing & Content Coordination: 25% Role Allocation

Marketing Coordination

• Coordinate marketing tasks across departments to keep campaigns on track.
• Oversee the submission and organization of marketing materials, advertisements, and promotions within Zenoti and Shopify.

Content Curation & Social Media Management

• Support social media efforts by duplicating and scheduling content (IG, FB, , Google) to align with business initiatives.
• Write simple copy, quotes, or weekly updates as needed, ensuring consistent brand tone.
• Monitor engagement and share relevant content ideas as needed.

Strategic Founder & Client Support: 10% Role Allocation

• Own the Founder's calendar, meetings, and priorities; give daily updates.
• Keep the Founder's email inbox organized, respond to messages, and track follow-ups.
• Turn the Founder's ideas (notes or voice memos) into actionable tasks.
• Protect the Founder's time while supporting the team and aligning priorities.
• Communicate with clients as needed, handling urgent escalations, urgent follow-ups and building relationships.

What You Should Have

Must-haves:

• At least seven years of experience in Executive Support, Operations, or Integrator roles, ideally supporting C-level or Founder Executives.
• Experience supporting a Founder or Executive in a Beauty, Wellness, or Lifestyle brand, particularly in fast-paced, multi-business environments.
• At least one year of experience in a global remote or virtual environment for a company or with clients in North America, Europe, Australia, or the UAE.
• Strong integrator and operational management skills, with the ability to translate high-level strategies into actionable plans and workflows.
• Mastery of English communication skills, both written and verbal, with a professional tone and neutral accent for both internal coordination and client correspondence.
• Proven ability to manage multiple workstreams, coordinate with cross-functional teams, and manage day-to-day operations.
• Client-facing experience, with the ability to handle escalations professionally and maintain relationships.
• Hands-on experience with Zenoti (or similar scheduling/inventory systems) and Shopify for backend coordination and updates.
• Experience in light copywriting, editing, and scheduling social media content across IG, Facebook, , and Google platforms.
• Proficient in remote office tools like Google Workspace (Docs, Sheets, Drive, Calendar) and Slack (or Teams).
• Experience with project management tools like Asana, Notion, or ClickUp.
• Proven experience supporting internal operations, maintaining trackers and summary reports (e.g., logins, performance, promos).
• Exposure to process optimization frameworks, with the ability to implement improvements and create SOPs from scratch.
• Ability to work independently, take initiative without close supervision, and keep executives focused on what matters most.

Technology Specifications:

• Minimum 100 Mbps Internet Speed
• Windows 11 or MacOS 15 Sequoia
• Minimum Intel i5 8th gen with 8GB RAM or Apple M1 chip with 8GB RAM
• Webcam and Headset
• Designated Quiet Office Space

Nice-to-haves:

• Experience with the Entrepreneurial Operating System (EOS) framework, including L10 meetings, Rocks, Scorecards, and IDS.
• Basic design knowledge for editing branded visual assets in Canva.

Who You Are

We are hoping you are someone who:

• Naturally steps in to solve problems, keep things moving, and stays a few steps ahead.
• Thinks clearly and critically, great at untangling complex challenges, spotting what's not working, and helping build smoother systems.
• Communicates with clarity and confidence, whether giving a quick update to the team or coordinating with external partners, you know how to get the message across with emotional intelligence.
• Keeps everything (and everyone) on track, juggles timelines, priorities, and moving pieces with calm precision and care for the brand image.