EXECUTIVE ASSISTANT TO THE CEO -> Systems Architect | Team Leader | Luxury Fashion

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TYPE OF WORK

Full Time

SALARY

$5/ hour

HOURS PER WEEK

40

DATE UPDATED

Sep 12, 2026

JOB OVERVIEW

We are an ambitious international luxury fashion brand looking for an exceptional operator to become the CEO’s strategic right hand.

This is not a traditional Executive Assistant role. You will design the systems, lead the teams and build the operational infrastructure behind our next stage of global growth—from CRM, ERP and ClickUp to Shopify, B2B, D2C, logistics and payment control.

We move fast, challenge conventions and expect relentless follow-through.

High standards. Complete transparency. No corner-cutting.

Your Mission

Turn complexity into control.

You will create one connected operational system across CRM, ERP, Shopify, Klaviyo, ClickUp, Hubstaff, inventory, finance and logistics—then ensure every team member uses it correctly.

You will not simply manage operations. You will build an operation capable of scaling 10x.

What You Will Own

Systems Architecture

* Evaluate HubSpot versus GoHighLevel and select the right CRM for our business.
* Build the CRM structure, pipelines, automations, reporting and customer journeys from scratch.
* Connect CRM, ERP, Shopify, Klaviyo, ClickUp and other operational platforms.
* Create scalable systems for B2B, D2C, inventory, customer communication and management reporting.
* Identify inefficiencies before they become problems.

Team Leadership & Accountability

* Lead international operational, administrative and commercial teams.
* Set clear responsibilities, deadlines, KPIs and reporting standards.
* Follow up relentlessly and ensure commitments become results.
* Use Hubstaff to monitor hours, activity and productivity.
* Address underperformance immediately—no hidden hours, no excuses and no unfinished follow-up.

B2B & D2C Operations

* Manage wholesale orders, distributors, international clients and B2B communication.
* Improve the B2B ordering, invoicing, payment and fulfilment process.
* Oversee and optimize our Shopify D2C operation.
* Build and manage Klaviyo email and SMS campaigns, flows and customer segments.
* Maintain a consistent luxury brand experience across every channel.

ERP, Inventory & Logistics

* Build, optimize and maintain the ERP infrastructure supporting B2B and D2C.
* Coordinate suppliers, factories, 3PL partners and international logistics providers.
* Maintain accurate inventory, order and fulfilment data.
* Ensure every order is tracked from purchase through payment, production and delivery.
* Prevent operational details from falling through the cracks.

Negotiation & Financial Follow-Up

* Negotiate pricing, payment terms and service levels with suppliers, 3PLs, logistics partners and key vendors.
* Protect margins and secure commercially strong agreements.
* Control invoice follow-up, payment collection, reconciliations and operational cash-flow visibility.
* Escalate risks early and arrive with solutions.

Executive Partnership

* Operate as the CEO’s strategic and operational right hand.
* Anticipate needs instead of waiting for instructions.
* Convert fast-moving ideas into clear priorities, owners, systems and deadlines.
* Prepare decisions, challenge weak thinking and drive execution.
* Bring structure to chaos without slowing down the business.

Who We Are Looking For

You are not an average assistant. You are a high-level operator who can combine strategic thinking with ruthless execution.

You have:

* Proven experience leading teams and holding people accountable.
* Strong B2B, wholesale and D2C e-commerce experience.
* Deep Shopify and Klaviyo knowledge.
* The ability to assess, build and scale HubSpot or GoHighLevel.
* Experience with ERP platforms such as SAP, NetSuite, Odoo, Uphance or similar systems.
* Advanced ClickUp skills, including dashboards, workflows and automations.
* Confidence using Hubstaff for transparent productivity management.
* Strong negotiation skills with suppliers, vendors and international partners.
* An instinctive understanding of luxury fashion, aesthetics and customer experience.
* The ability to work across European, US and Asian time zones.
* Exceptional written and verbal communication.
* The discipline to take complete ownership from problem to result.

You do not simply use software. You understand how systems, teams and commercial channels must work together.

You are sharp, confident, articulate and style-conscious. You may have tattoos, an unconventional aesthetic or a provocative edge—but your execution is disciplined, professional and uncompromising.

You can charm a luxury client, negotiate with a factory and hold an international team accountable—all on the same day.

Non-Negotiables

* This is an exclusive, full-time position.
* No parallel jobs, freelance work, side businesses or concurrent clients.
* Your complete professional working capacity must be committed to this role.
* Quarterly travel to Hong Kong is required: four trips per year of approximately ten days each.
* Occasional travel to New York, Los Angeles or Miami is optional but valued.
* Core availability will be aligned with European operations, with flexibility for US and Asia-Pacific communication.
* Integrity, transparency and follow-through are absolute requirements.

What We Offer

* A full-time remote leadership position.
* Direct partnership with the CEO.
* Competitive compensation.
* Genuine authority and influence over how the company operates.
* The opportunity to build our global infrastructure from the ground up.
* Full coverage of approved international travel expenses, including flights, hotels, meals and personal presentation requirements.
* Exposure to international luxury fashion, trade shows, showrooms and global partners.
* A clear path toward a C-suite role as the company scales.

How to Apply

Send the following immediately via WhatsApp:

---------- Include:

* Your CV, including relevant achievements.
* Examples of systems you have built, teams you have led and measurable results you have delivered.
* A two-to-three-minute introduction video explaining who you are, why you are right for this position and what attracts you to luxury fashion operations.

Start your WhatsApp message with:

“I’M TROUBLE”

This confirms that you have read the complete vacancy and understand the level of commitment expected.

We review applications on a rolling basis and move quickly when we meet the right person.

The brand name and full company details will be shared with selected candidates during the interview process.

SKILL REQUIREMENT
CRM Clickup Executive Assistance
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