Executive Assistant & Operations Manager

Executive & Personal Support

• Manage the Founder's professional and personal calendars, meetings, appointments, travel, and reservations, resolving conflicts proactively.
• Capture audio "brain dumps" from voice notes and messages, turning unstructured input into tracked tasks with defined deadlines.
• Maintain and oversee project-tracking systems across all ventures, sending proactive status updates to keep momentum on core initiatives.
• Serve as a strategic sounding board to brainstorm ideas, talk through challenges, and outline concrete next steps.
• Make calls on the Founder's behalf to service providers (e.g., auto lease, utilities, cable, account inquiries) and manage routine personal admin, research, and purchasing.
• Coordinate directly with the LA-based personal assistant for on-the-ground, in-person errands.

Company Operations & Administration

• Prepare and coordinate biweekly payroll with the payroll provider, ensuring payroll and taxes are submitted and funded accurately on time.
• Act as the central liaison with legal counsel, accountants/bookkeepers, the payroll provider, HR, and studio managers.
• Coordinate employee onboarding and offboarding, ensuring all compliance paperwork is gathered, filed correctly, and kept strictly confidential.
• Track business licenses, insurance policy renewals, compliance obligations, and recurring corporate deadlines.
• Record clear meeting notes and align leadership on quarterly milestones and operational progress.
• Research, evaluate, and manage vendor relationships for special projects end to end (e.g., sourcing security systems, coordinating installations, configuring administrative applications).
• Provide administrative support for brand expansion—including upcoming studio launches, recruiting workflows, invoice processing, and routine procurement.
• Manage customer inquiries for the Founder's digital course offerings (low-volume; training provided).
• Maintain company SOPs and collaborate with the digital CMO on AI-driven process automation.

Events & Venue Coordination

• Manage event schedules, budgets, vendors, rentals, and supplies for local community gatherings and the private Venice event venue.
• Distribute invitations via event platforms, track RSVPs/guest lists, and coordinate community communication channels.
• Handle administrative tasks associated with short-term residential rentals.

Speaking Engagements, Publishing & Personal Brand

• Research and pitch speaking engagements, conferences, podcast appearances, and media features, maintaining an active outreach pipeline.
• Maintain up-to-date speaker bios, headshots, presentation decks, and web copy.
• Manage the personal brand's content calendar: coordinating post schedules, drafting copy, and ensuring consistent publishing.

Lifestyle & Apparel Brand

• Source, vet, and communicate with apparel manufacturers, suppliers, and pattern makers, overseeing sample approvals and production schedules.
• Assist in go-to-market planning, including social commerce channel research (e.g., TikTok Shop) and photoshoot logistics.

Skills & Qualifications

• 3–4+ years of experience as an Executive Assistant, Operations Manager, or comparable operational role, ideally supporting a founder, principal, or CEO directly.
• Exceptional organizational rigor with a flawless track record managing payroll, tax, and regulatory deadlines.
• Highly skilled at translating voice notes and quick, high-level messages into structured, prioritized action plans.
• Strong conversational interpersonal skills paired with high discretion, confidentiality, and sound professional judgment regarding compensation and personnel matters.