Executive Assistant & Business Systems Coordinator (Part-Time)

Hours: 15–20 hours per week (with opportunity to increase)

Salary: Based on experience

About Us

Demi's Nails & Beauty is one of Ireland's leading beauty education academies, helping beginners build successful beauty businesses through both in-person and online education.

We're entering an exciting growth phase with new online programmes, digital products and expanded content creation. We're looking for a highly organised, proactive and reliable Executive Assistant & Business Systems Coordinator to help keep the business running efficiently behind the scenes.

Your Mission

Your role is to help build and maintain the systems, organisation and day-to-day operations of the business while taking recurring administrative tasks off the CEO's plate, allowing Demi to focus on teaching, recording content, marketing and growing the business.

We're looking for someone who enjoys creating structure, improving processes and making businesses run more efficiently.

Responsibilities
?? Systems & Business Organisation
Build practical systems that improve the day-to-day running of the business.
Identify repetitive tasks and create processes to make them more efficient.
Build and maintain business workflows.
Create and maintain SOPs once processes have been established.
Create checklists, templates and internal documentation.
Maintain ClickUp and business dashboards.
Organise Google Drive and business documentation.
Recommend and implement improvements that save time and reduce manual work.
Help build a business that runs on systems rather than memory.

???? Administration
General business administration.
Organise invoices and receipts.
Update the cash flow tracker.
Prepare finance folders for the accountant.
Maintain business spreadsheets.
Keep business documentation organised.
Prepare weekly reports.
Keep recurring administrative tasks up to date.

???? Sales Administration
Update and maintain the CRM.
Keep the sales pipeline organised.
Follow up enquiries using approved templates and processes.
Update booking records.
Track enquiries and sales activity.
Prepare weekly sales reports.

(Any high-value or personalised sales conversations will remain with the CEO.)

???? Project Coordination
Keep ClickUp organised and up to date.
Follow up on outstanding internal tasks.
Help ensure projects stay on schedule.
Chase deadlines where appropriate.
Keep the CEO informed of anything requiring attention.
Ensure business systems are being followed consistently.


Skills & Experience Essential:
Excellent written and spoken English.
Highly organised and detail-oriented.
Excellent administrative skills.
Experience using Google Workspace.
Comfortable using spreadsheets.
Able to work independently.
Strong problem-solving skills.
Proactive mindset.
Excellent time management.
Ability to prioritise multiple projects.
Preferred
Experience using ClickUp or similar project management software.
Experience creating SOPs and business documentation.
Experience improving business systems and workflows.
Experience supporting founders or business owners.
Familiar with AI tools such as ChatGPT or Claude.

The Person We're Looking For:
You genuinely enjoy organisation.
You love bringing structure to growing businesses.
You're proactive and don't wait to be told every step.
You enjoy creating systems that save time.
You take ownership of your work and see projects through to completion.
You enjoy improving the way businesses operate and are always looking for ways to make things more efficient.

Success In This Role Within your first 90 days:

Business systems are more organised and easier to use.
ClickUp is fully maintained.
Google Drive is organised.
Business documentation is easy to find.
Cash flow and finance administration are kept up to date.
Invoices are organised for the accountant.
Weekly reports are delivered consistently.
Repetitive manual tasks have been reduced through better systems and workflows.
The CEO spends significantly less time on administration and more time creating content and growing the business.

Hours & Pay
Part-time (15–20 hours per week).
Opportunity to increase hours as the business grows.
Competitive salary based on experience.
Paid weekly.
Initial trial period applies.

How to Apply:
If you're interested in this position, we'd love to hear from you!

Please send:
Your CV.
A short cover letter explaining why you'd be a great fit for this role.
A link to your portfolio (if applicable).
???? Loom Video (Required)

Please also submit a 5–10 minute Loom video introducing yourself.

This is an important part of our hiring process as we'd like to understand how you communicate, solve problems and whether you'd be a good fit for our team.

In your Loom video, please answer the following:

Introduce yourself and tell us about your background.
Tell us about your previous experience supporting business owners or growing businesses.
What software are you confident using? (e.g. ClickUp, Google Workspace, Canva, ChatGPT, Claude, spreadsheets, etc.)
Tell us about a business or project you've helped organise or improve.
Give us an example of a repetitive task or process you've improved or automated.

If you joined Demi's Nails & Beauty tomorrow, what would your priorities be during your first 30 days?
If you had to save the CEO 10 hours per week within your first month, what would you focus on first, and why?
Why do you believe you'd be the right fit for this role?

Please keep your Loom video natural and conversational. We're not looking for a perfect presentation, we simply want to get to know you, understand how you think and see how you communicate.

Applications submitted without a Loom video will not be considered.