Executive Assistant & Operations Manager

Company Overview 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. The Founder & CEO lives in Los Angeles. Alongside the studios, the Founder is 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.

Role Overview This role works directly for the Founder & CEO, not just for the flagship fitness brand. You are the executive's right hand and keep everything moving behind the scenes. You capture what's in the executive's head, track every deadline and commitment, liaise with the team and advisors, and provide accountability on high-priority projects. No one reports to this role. You make sure payroll goes out, taxes are paid, paperwork is completed, and new ventures keep moving forward.

The role is fully remote and primarily internal, with minimal client contact. You start your day before the Founder logs on so that East Coast items are already handled. The outgoing operations manager has recorded operational processes for handover, and the company's digital CMO is actively automating workflows using AI tools.

Key Responsibilities

Executive & Personal Support

• 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 unstructured input into tracked tasks with defined deadlines.

• Maintain and oversee project-tracking systems across all ventures, sending proactive status updates to keep momentum on core initiatives.

• Serve as a strategic sounding board to brainstorm ideas, talk through challenges, and outline concrete next steps.

• Make calls on the Founder's behalf to service providers (e.g., auto lease, utilities, cable, account inquiries) and manage routine personal admin, research, and purchasing.

• Coordinate directly with the LA-based personal assistant for on-the-ground, in-person errands.

Company Operations & Administration

• Prepare and coordinate biweekly payroll with the payroll provider, ensuring payroll and taxes are submitted and funded accurately 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 all compliance paperwork is gathered, filed correctly, and kept strictly 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 (e.g., sourcing security systems, coordinating installations, configuring administrative applications).

• Provide administrative support for brand expansion—including upcoming studio launches, recruiting workflows, invoice processing, and routine procurement.

• Manage customer inquiries for the Founder's digital course offerings (low-volume; training provided).

• Maintain company SOPs and collaborate with the digital CMO on AI-driven process automation.

Events & Venue Coordination

• Manage event schedules, budgets, vendors, rentals, and supplies for local 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.

Speaking Engagements, Publishing & Personal Brand

• Research and pitch speaking engagements, conferences, podcast appearances, and media features, maintaining an active outreach pipeline.

• Maintain up-to-date speaker bios, headshots, presentation decks, and web copy.

• Manage the personal brand's content calendar: coordinating post schedules, drafting copy, and ensuring consistent publishing.

Lifestyle & Apparel Brand

• 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 (e.g., TikTok Shop) and photoshoot logistics.

Skills & Qualifications

• 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.