Executive Virtual Assistant, Business Development & Personal Brand Coordinator

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TYPE OF WORK

Full Time

SALARY

1100-1500

HOURS PER WEEK

40

DATE UPDATED

Oct 15, 2026

JOB OVERVIEW

WE'RE HIRING:
Executive Virtual Assistant, Business Development & Personal Brand Coordinator
Beauty Social Salon | Angela Calisti
Remote
Full-Time | 40 Hours Per Week
Must have availability during New York business hours
Compensation: $1,100–$1,500 USD/month, depending on experience
ABOUT THE ROLE
Beauty Social Salon is a growing New York City salon based in Astoria, Queens. We are looking for an exceptional, proactive Executive Virtual Assistant & Business Development Coordinator to work directly with the salon owner and support the salon team.
This is not a basic administrative VA position.
We are looking for someone who can become the organizational backbone of our business: managing client communication and retention, supporting our salon team, coordinating daily administrative operations, and helping us actively grow our bridal, corporate/event, partnership, and founder-brand opportunities.
We need someone who sees what needs to be done, follows through without constant reminders, communicates professionally, and enjoys creating systems.
YOUR CORE RESPONSIBILITIES
Client Communication, Booking & Retention
You will help make sure no client inquiry or booking opportunity falls through the cracks.
You will:
Respond to salon emails and client inquiries.
Return missed calls and voicemails.
Occasionally answer incoming salon calls.
Book and reschedule appointments in Vagaro.
Follow up with clients who inquire but do not book.
Contact clients who cancel and don't reschedule.
Proactively contact clients who are due or overdue for their next appointment.
Maintain and work from client rebooking/reactivation lists.
Help fill last-minute cancellations and stylist openings.
Maintain a client waitlist.
Track how many appointments and how much booked revenue are generated through follow-up efforts.
Weekly Client Marketing & Newsletter
You will manage our client communication calendar, including:
Weekly appointment-availability emails.
Biweekly Beauty Social newsletters.
Targeted reactivation campaigns.
Stylist availability campaigns.
Seasonal service campaigns.
Client segmentation based on service history and booking behavior.
Tracking opens, clicks, inquiries and bookings generated.
Beauty Social already has social-media support. You will coordinate with our existing social-media person when salon openings, promotions, campaigns, events or important announcements need to be promoted.
Salon Team Support
You will become the first point of contact for many routine administrative requests from our stylists.
Examples include:
“Can you contact this client?”
“This client needs to reschedule.”
“Can you check what she booked last time?”
“I need this product/color ordered.”
“This client has a question about her appointment.”
“Can you add/block something on my schedule?”
“A client has a concern and needs to be contacted.”
You will resolve routine issues using established salon procedures and gather all necessary information before escalating situations that require the owner's decision.
The goal is to allow our stylists to focus on their clients while reducing unnecessary interruptions to salon ownership.
Inventory, Ordering & Vendor Coordination
You will:
Collect product and supply requests from the salon team.
Maintain inventory/order lists.
Prepare and place approved salon orders.
Follow up on missing or incorrect shipments.
Maintain purchasing records.
Monitor monthly salon product/supply spending.
An on-site team member will assist with physical inventory counts when necessary.

Bridal Business Development
Beauty Social is actively expanding its bridal division.
You will research and build relationships with:

Wedding planners.
Bridal boutiques.
Wedding venues.
Hotels.
Photographers and videographers.
Bridal content creators.
Event planners.
Other strategic wedding-industry partners.

You will:
Answer incoming inquiries.
Research qualified prospects.
Identify decision-makers.
Send personalized outreach.
Follow up consistently.
Maintain a bridal CRM/pipeline.
Send approved portfolios and information.
Schedule calls and meetings.
Track referrals and opportunities.
Manage incoming bridal leads and follow-ups.
Help identify bridal expos, networking events and partnership opportunities.
This is not mass-emailing. We want thoughtful, professional relationship-building.

Corporate & Event Business Development
We are also growing Beauty Social's corporate/event hair and makeup services.

You will research and develop relationships with:
Corporate event planners.
Hotels.
Event venues.
PR agencies.
Marketing agencies.
Production companies.
Corporate offices.
Event companies.
Organizations hosting galas, conferences, launches and VIP events.
You will manage the pipeline from:
Research → Outreach → Follow-up → Interested → Meeting → Proposal → Booked → Relationship Management
Your job is to create opportunities and keep the pipeline moving. The owner will handle important sales conversations, negotiations and final pricing.

PERSONAL BRAND CONTENT — ANGELA CALISTI
This is a significant part of the position.
You will help build and manage my personal professional brand separately from Beauty Social's social media.
I will provide raw videos, photos, ideas, voice notes and existing content.
You will turn those assets into polished content by:
Editing Reels/short-form videos in CapCut
Creating graphics, covers and carousels in Canva
Writing hooks and captions
Repurposing existing footage
Organizing my content library
Maintaining a content calendar
Scheduling approved content through Metricool
Planning content in advance
Reviewing analytics
Identifying which topics/content perform best
Helping maintain a consistent personal brand and voice
You should be comfortable taking a folder of raw footage and turning it into finished, scheduled content without needing step-by-step instructions every time.
PERSONAL BRAND & CAREER OUTREACH
I don't only want help posting content. I want someone helping me create new professional opportunities.
You will research and conduct outreach for:
Podcasts
Speaking engagements
Beauty-industry conferences
Panels
Education opportunities
Hair-brand educator opportunities
Brand ambassador programs
Beauty brand partnerships
PR/media opportunities
Editorial opportunities
TV/film/production opportunities
Strategic professional collaborations
You will research contacts, prepare personalized pitches, send approved materials, follow up, schedule meetings and maintain a pipeline of opportunities.

You will:
Pull reports from Vagaro.
Prepare a weekly Beauty Social business summary.
Track client rebooking and retention.
Track new clients.
Track stylist utilization/availability.
Track average ticket and service revenue.
Track retail performance.
Track cancellations and recovered appointments.
Create monthly individual stylist KPI dashboards.
Identify booking gaps and opportunities.
Prepare information before owner/stylist one-on-one meetings.
Maintain weekly and monthly trackers.
We don't just want reports. We want someone capable of noticing trends and bringing them to our attention.
Executive Assistance to the Founder
You will also work directly with Beauty Social founder Angela Calisti to help organize and develop opportunities outside of daily salon operations.
Responsibilities may include:
Managing business follow-ups.
Scheduling meetings.
Maintaining a master opportunity/task tracker.
Researching networking opportunities.
Coordinating business events.
Organizing contacts.
Researching educational and speaking opportunities.
Following up with professional contacts.
Helping organize projects and deadlines.

Angela Calisti Personal Brand & Career Development
A dedicated portion of your week will be protected for growing the founder's professional brand.
This includes researching and conducting outreach for:
Podcasts.
Speaking engagements.
Beauty-industry panels.
Salon-owner events.
Hair education opportunities.
Brand ambassador opportunities.
Professional beauty brands.
Educator opportunities.
Media opportunities.
PR opportunities.
Celebrity/editorial opportunities.
TV/film/production connections.
Strategic industry relationships.
You will help maintain Angela's professional bio, portfolio/media materials, outreach lists and follow-up pipeline.
You will also assist with planning and organizing Angela's personal professional social-media presence and content calendar.
The goal is not simply to “post on Instagram.” The goal is to strategically grow her visibility, authority, relationships and opportunities within the beauty and business industries.

WHO WE ARE LOOKING FOR
You are probably a strong fit if you:
Have 3+ years of experience as an Executive VA, Operations Coordinator, Business Development Assistant or similar role.
Have excellent spoken and written English.
Are confident communicating with U.S.-based clients by phone.
Are comfortable making outbound calls.
Have experience with customer service.
Have experience with lead generation and professional outreach.
Understand how to follow up without being pushy.
Have experience managing a CRM or sales pipeline.
Are highly organized.
Are comfortable working with spreadsheets and reports.
Understand social media and digital marketing.
Know Canva.
Can learn new software quickly.
Can manage multiple projects simultaneously.
Have excellent attention to detail.
Take ownership of your responsibilities.
Can recognize a problem and propose a solution.
Don't need to be reminded repeatedly to complete tasks.
Experience with Vagaro, salons/spas, beauty businesses, bridal businesses, appointment-based businesses, influencer outreach or U.S. small businesses is a major plus.
THE PERSON WE DO NOT WANT
We are not looking for someone who waits every morning to be told what to do.
We are not looking for someone who sends hundreds of generic copy-and-paste outreach emails.
We are not looking for someone who considers a task complete simply because an email was sent.
We're looking for someone who thinks:
“What's the next step, and how do I move this forward?”
If a client doesn't respond, you know when to follow up.
If a stylist has openings next week, you notice.
If a wedding planner shows interest, you make sure the conversation continues.
If an order hasn't arrived, you investigate it.
If a project has stalled, you bring it back to our attention.
If you identify an opportunity, you tell us about it.
SUCCESS IN THIS ROLE LOOKS LIKE
After 90 days:
Client inquiries are answered consistently.
Fewer potential appointments fall through the cracks.
Overdue clients are being proactively contacted.
Stylist openings are being actively marketed and filled.
Staff administrative requests no longer automatically go to the owner.
Salon ordering is organized.
Weekly reporting happens without the owner requesting it.
Bridal outreach is happening every week.
Corporate outreach is happening every week.
Influencer/partnership outreach is organized and tracked.
Business-development leads have clear next steps.
Angela's personal career opportunities are being actively researched and pursued.
The owner has fewer administrative interruptions and more time for leadership and business growth.
SCHEDULE
Full-time, approximately 40 hours per week.
Because our clients and team are located in New York, significant overlap with New York business hours is required.
Some flexibility may occasionally be needed around salon operations and events.
COMPENSATION
$1,100–$1,500 USD per month depending on experience, communication ability, business-development experience and demonstrated results.
Long-term position with opportunity for growth and performance-based increases.
HOW TO APPLY
Please send:
Your resume.
A short explanation of why you believe you're a strong fit.
Your experience working with U.S.-based businesses.
Any salon, spa, beauty or appointment-based business experience.
Your experience with client communication and appointment booking.
Your experience with outbound outreach/business development.
Examples of systems, trackers or reports you've managed.
Your experience with Canva, CRM systems and appointment software.
Your expected monthly salary.
Your availability in New York/Eastern Time.
Please also send a 60–90 second voice recording introducing yourself and explaining how you would handle the following situation:
A salon stylist has five openings next week. What steps would you take to help fill her schedule without immediately offering a discount?

SKILL REQUIREMENT
Social Media Content Creation Business Management Customer Service
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