Executive Assistant & Operations Manager - Direct-to-Consumer Brand

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: TYPE OF WORK

Full Time

: SALARY

$1000-$1200/month

: HOURS PER WEEK

40

: DATE UPDATED

May 5, 2026

JOB OVERVIEW

I'm a founder running a premium direct-to-consumer brand and looking for a sharp, organized, and proactive Operations Manager / Executive Assistant to act as my right hand. You will work closely with me to manage external agencies, coordinate vendors, and execute day-to-day operations across marketing, web, fulfillment, and finance.

This is a high-trust role. You will represent me directly in email and project management threads with our agencies and vendors, working under my name and with my signature. Strong written English, sound judgment, and the ability to make decisions quickly are essential.

CORE RESPONSIBILITIES

Vendor & Agency Management
- Be the primary point of contact for our marketing agency, web development agency, PR agency, photographer, and other external vendors
- Track deliverables, timelines, and invoices across all agency relationships
- Draft, send, and respond to emails on my behalf in my voice
- Run weekly check-ins, take notes, and circulate clear action items
- Push back, negotiate, and hold vendors accountable when timelines slip

Project & Operations Coordination
- Maintain a master tracker of all active workstreams (web, content, PR, production, logistics)
- Coordinate scheduling across multiple time zones (US, Europe, Asia)
- Keep documentation organized in Google Drive and Notion
- Build and update SOPs for repeatable processes
- Source new vendors when needed (packaging, fulfillment, freelancers) and run the comparison process

Marketing & Content Support
- Liaise with our social media agency on content calendars, captions, and approvals
- Track influencer outreach, gifting logistics, and follow-ups
- Manage email marketing platform (Klaviyo) flows and campaign sends
- Keep our Shopify product catalog accurate and up-to-date

Finance & Admin
- Track and pay invoices through online banking
- Maintain a running budget tracker
- File receipts and forward to our accountant on a weekly basis
- Process customer service inquiries when they come in (low volume)

REQUIRED SKILLS & EXPERIENCE
- 3+ years experience in an Executive Assistant, Project Manager, or Operations role at an early-stage company, ecommerce brand, or agency
- Excellent written English (you will be writing emails to US-based agencies and vendors)
- Strong working knowledge of: Google Workspace, Shopify, Notion, Slack, Klaviyo, Trello or Asana
- Comfortable using AI tools (ChatGPT, Claude) to accelerate work
- Experience working with US or EU clients and adjusting to time zones
- High attention to detail, especially in budgets, timelines, and vendor communication
- Self-directed, low-ego, and willing to take ownership rather than wait for instructions

NICE TO HAVE
- Prior experience with a fashion, apparel, beauty, or premium lifestyle brand
- Familiarity with international shipping, customs (DDP/DAP), and 3PL operations
- Experience managing PR or marketing agency relationships
- Light bookkeeping experience or familiarity with French accounting platforms (Pennylane) a plus
- Photo or video production coordination experience

WHAT YOU'RE WALKING INTO

We are pre-launch and moving fast. The first 60 days will be intense as we ship product, build the website, run the launch event, and execute press and influencer programs. After launch, the role stabilizes into a steady operations role with regular cadences and predictable workflows. You will report directly to me and have meaningful ownership over how things get built and run.

HOW TO APPLY

Please send the following to be considered:
1. Brief intro about yourself (1-2 paragraphs, no template responses)
2. Your CV
3. One example of a vendor or agency relationship you've successfully managed, including a specific challenge you handled
4. Your expected monthly rate (full-time, USD)
5. Available start date

Applications without all five items will not be reviewed.

SKILL REQUIREMENT

Project Management Email Management

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Executive Assistant & Operations Manager - Direct-to-Consumer Brand

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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