Executive Assistant & Operations Manager

A multi-location boutique fitness and wellness company with studios on the US East Coast and a new studio opening soon. Its culture values passion, accountability, authenticity, fun, and excellence. This role works directly for the Founder & CEO, not just for the flagship fitness brand. The role is fully remote and primarily internal, with minimal client contact. No one reports to this role. The Founder is also an author and public speaker, hosts community events in LA (including a Venice-based event venue), rents out rooms in a personal residence, and is launching a clothing and lifestyle brand. The outgoing operations manager has recorded operational processes for handover, and the company's digital CMO is actively automating workflows using AI tools.

Responsibilities

Manage the Founder's professional and personal calendars, meetings, appointments, travel, and reservations, resolving conflicts proactively; Capture audio brain dumps from voice notes and messages, turning them into tracked tasks with defined deadlines; Maintain and oversee project-tracking systems across all ventures, sending proactive status updates; Serve as a strategic sounding board to brainstorm ideas and outline concrete next steps; Make calls on the Founder's behalf to service providers and manage routine personal admin, research, and purchasing; Coordinate directly with the LA-based personal assistant for in-person errands; Prepare and coordinate biweekly payroll with the payroll provider, ensuring payroll and taxes are submitted and funded on time; Act as the central liaison with legal counsel, accountants/bookkeepers, the payroll provider, HR, and studio managers; Coordinate employee onboarding and offboarding, ensuring compliance paperwork is gathered, filed, and kept confidential; Track business licenses, insurance policy renewals, compliance obligations, and recurring corporate deadlines; Record clear meeting notes and align leadership on quarterly milestones and operational progress; Research, evaluate, and manage vendor relationships for special projects end to end; Provide administrative support for brand expansion, including studio launches, recruiting workflows, invoice processing, and routine procurement; Manage customer inquiries for the Founder's digital course offerings; Maintain company SOPs and collaborate with the digital CMO on AI-driven process automation; Manage event schedules, budgets, vendors, rentals, and supplies for community gatherings and the private Venice event venue; Distribute invitations via event platforms, track RSVPs/guest lists, and coordinate community communication channels; Handle administrative tasks associated with short-term residential rentals; Research and pitch speaking engagements, conferences, podcast appearances, and media features; Maintain speaker bios, headshots, presentation decks, and web copy; Manage the personal brand's content calendar and ensure consistent publishing; Source, vet, and communicate with apparel manufacturers, suppliers, and pattern makers, overseeing sample approvals and production schedules; Assist in go-to-market planning, including social commerce channel research and photoshoot logistics

Requirements

3–4+ years of experience as an Executive Assistant, Operations Manager, or comparable operational role, ideally supporting a founder, principal, or CEO directly; Exceptional organizational rigor with a flawless track record managing payroll, tax, and regulatory deadlines; Highly skilled at translating voice notes and quick, high-level messages into structured, prioritized action plans; Strong conversational interpersonal skills paired with high discretion, confidentiality, and sound professional judgment regarding compensation and personnel matters