Executive Assistant & Client Services Specialist

Executive Assistant & Client Services Remote Specialist
Part-Time | Senior Tier | 10am–2pm BST (5pm–9pm PHT)

**About the Business
We are a London-based personal styling and style strategy business founded by an author and certified stylist with over 20 years of experience. She works with high-achieving professional women on a 1:1 basis and runs a membership community for women who want to dress with intention and confidence.

The team is small and close-knit. Everyone pulls their weight and takes ownership of their area. The business is growing, and this hire is a key part of making that growth sustainable.

**The Team
-The Founder and Lead Stylist
-The Head of Operations (systems, strategy, data, marketing)
-The Community Manager (member engagement in the Hub)
-The new hire - this role

**Overview
This is a combined Executive Assistant and Client Services role. The two halves sit together naturally: the EA side keeps the Founder organised, protected, and able to focus on her work, while the client services side ensures that every person enquiring about working with the founder 1:1 is handled with the same level of care and professionalism that her high-ticket service demands.

The Founder’s 1:1 clients are high-earning professionals investing £4,500 to £7,800 in a styling service. Every touchpoint needs to feel considered, personal, and reflective of the quality of the work.
The longer-term ambition is for this person to grow into a trusted EA who can respond on The Founder’s behalf, gatekeep her time, and operate with a high degree of autonomy. That level of trust takes time to build — but it is the goal, and we are looking for someone who is genuinely excited by that prospect.

The role reports to both the Founder and the Head of Operations, with the Head of Operations leading on onboarding, systems setup, and day-to-day operational guidance.

**Key Responsibilities
-Executive Assistance & Diary Management
-This is the most personal and most important part of the role. The Founder, with ADHD, is intentionally building a more structured, protected working week. This person will be instrumental in making that possible.
-Full management of the Founder’s and the company’s ---------- email accounts
-Triaging all incoming emails: filing, disposing, actioning, or escalating as appropriate.
-Proactive diary management: identifying availability, updating Calendly, scheduling calls, and protecting the Founder’s time without being asked.
-Keeping the Founder's working week running to her four-day schedule.
-Flagging anything time-sensitive before it becomes a problem.
-Supporting the Founder to keep her commitments to herself and her working rhythms.

*1:1 Client Services
-This person will own the entire client journey from first enquiry to session completion, handling every touchpoint in a warm, professional tone that reflects the quality of the service.
-Identifying new client enquiries and sending the correct initial response with service PDF and booking link.
-Managing the discovery call booking process in Calendly.
-Following up post-call when a client d ---------- to proceed.
-Sending the client questionnaire and preparation assignment at the right ---------- nt.
-Chasing deposit payments and confirming receipt.
-Keeping the Notion CRM accurate and up to date throughout.
-Handling all client communication in a warm, professional tone that reflects the quality of the service.

*Financial & Bookkeeping Admin
-Forwarding receipts and invoices to Dext (our accountancy software).
-Liaising with the bookkeeper to locate missing VAT receipts and invoices.

*Content Scheduling
-Content is created by the team. This role is responsible for getting it live accurately and on time.
-Scheduling social media content on Instagram.
-Scheduling LinkedIn articles and posts.
-Scheduling email newsletters via Flodesk.

*Asset Management
-Uploading and downloading files, videos, and course content across Google Drive, ---------- , and Vimeo.
-Keeping digital assets organised and easy to locate.
-A reliable internet connection capable of handling large video file uploads and downloads is a practical requirement.
-Community Membership Management (from Month 2)
-Processing membership cancellations and offboarding via Stripe.
-Keeping the member list current: additions, removals, and status updates.
-Managing membership payments and flagging any issues promptly.
-Updating client records in Notion and Airtable.
-Collecting and reporting backend data: subscription stats, cancellation rates, and other key metrics on a regular rhythm.

*Phased Timeline

Month 1 - EA Support & 1:1 Client Services Gmail inbox management, new enquiry flow, post-call client journey, diary management, Notion CRM updates, receipt and invoice forwarding to Dext, social media and newsletter scheduling, asset uploads and downloads.

Months 2/3 - Elevate Membership Management Added Stripe payments, cancellations, and offboarding; member list maintenance; Airtable CRM alongside Notion; backend reporting and subscription data.

**Systems & Software
Full training will be provided on our specific workflows. The candidate should be comfortable picking up new tools quickly. The core stack is:

-Claude (AI assistant - used across the business for drafting, comms, and system support)
-Calendly (meeting scheduler)
-Slack (team communication)
-Google Workspace - Gmail, Drive, Calendar
-Notion - client and booking management (from day one)
-Airtable - client records (Month 2 onwards)
-Stripe - membership payments and cancellations (Month 2 onwards)
-Flodesk - email newsletter scheduling
-Dext - receipt and invoice management
---------- - Video asset platform
-Vimeo - video asset management
-Instagram & LinkedIn - content scheduling

**Role Requirements
-At least 5 years of experience as an Executive Assistant, VA, or in a senior client services role.
-Experience supporting founders or senior executives - ideally in a small business or premium service environment.
-Strong organisational skills with the ability to manage multiple competing priorities independently.
-Excellent written and spoken English with a warm, professional, and polished communication style.
-Highly proactive - able to anticipate needs and solve problems with minimal supervision.
-Confident handling high-value, discerning clients with maturity and discretion.
-A deep, intuitive understanding of the wardrobe challenges, lifestyle rhythms, and styling needs of high-achieving professional women.
-Comfortable with numbers, data, and reporting (from Month 2 onwards).
-A reliable, high-speed internet connection capable of handling large video file transfers.
-Highly Desirable
-Expertise in Google Workspace management - especially Gmail
-Experience with Claude (Anthropic's AI assistant) for drafting, system integration, and workflow automation.
-Familiarity with Notion, Airtable, Stripe, Flodesk, Dext, or ---------- .
-Background in luxury, lifestyle, fashion, or other premium service industries.
-Experience implementing or improving CRM systems and SOPs.

**Personal Attributes
-Skills and experience are important, but character is what matters most for this role. We are looking for someone who genuinely wants to be part of a growing business and take pride in the work they do.
-Honest and reliable. We need to be able to trust this person completely. They do what they say they will do, when they say they will do it.
-Highly organised and detail-oriented. Things need to be done properly, not approximately. Nothing falls through the cracks.
-Takes initiative. They do not wait to be told. They see what needs doing and they do it. If they spot an issue, they flag it before it becomes a problem.
-Follows instructions well. Initiative is important, but so is the ability to follow a process precisely and consistently.
-Warm and professional in written communication. Client-facing emails need to sound right. This person represents the Founder.
-A team player. Everyone supports each other. This person wants to be part of something, not just complete tasks.
-Calm and unflappable. Working with a busy, creative founder requires patience and groundedness. They do not rattle easily.
-Comfortable with numbers and reporting. Tracking data and feeding it back clearly is part of the role from Month 2 onwards.

**Success Indicators
-The Founder’s inbox, calendar, and working week become structured, protected, and manageable — with her four-day rhythm consistently maintained.
-Every 1:1 client enquiry is handled promptly, warmly, and professionally, with no balls dropped across the enquiry-to-session journey.
-The Notion CRM is consistently accurate and up to date, providing the team with clean, reliable pipeline visibility.
-Deposit chasing, invoicing, and bookkeeping admin run smoothly with minimal involvement with the Founder and the Head of Operations.
-Content (Instagram, LinkedIn, Flodesk) goes live accurately and on time, every time.
-From Month 2, Elevate membership operations run smoothly with timely backend reporting and proactive issue-flagging.
-The Founder gains back significant time each week, allowing her to focus on client delivery, content, and the strategic growth of the business.
-Over time, the Remote Specialist grows into a fully trusted EA who can act on the Founder's behalf and gatekeep her time with confidence.

**How to apply
Please complete this form: ----------