Executive Assistant

About Beautystreams

Beautystreams is a leading global trend intelligence platform serving the beauty industry. We deliver market research, consumer insights, and forward-looking trend forecasts to brands and retailers worldwide, helping shape the future of beauty through data-driven intelligence and innovative trend analysis.

About the Role

We are seeking a sharp, proactive Executive Business Partner to support our CEO directly. This is a high-trust, high-autonomy role for someone who thrives in a dynamic environment, anticipates needs before they are expressed, and brings calm to complex situations. You will work remotely but must be available to travel and accompany the CEO on domestic and international business trips as required. This position offers exceptional exposure to executive-level decision making and strategic operations within the global beauty industry.

Key Responsibilities
Executive Support & Calendar Management

• Own the CEO's calendar end-to-end, coordinate meetings across multiple time zones, and strategically protect focus time for high-priority initiatives
• Screen and prioritize emails, draft professional correspondence, manage inbound calls, and maintain consistent response timelines
• Prepare briefing materials, meeting agendas, and follow-up documentation for executive meetings
• Coordinate complex scheduling with internal teams, external partners, and international stakeholders

Travel Coordination & Logistics

• Plan and book comprehensive travel arrangements including flights, hotels, ground transportation, and dining for business travel
• Accompany the CEO on domestic and international business trips as needed, providing on-site support and coordination
• Manage travel documentation, itineraries, and contingency planning for seamless business operations
• Handle expense reporting and reconciliation for all travel-related activities

Business Operations Support

• Support internal initiatives including HR coordination, team communications, and operational reporting
• Assist with project management for cross-departmental initiatives and strategic planning sessions
• Maintain confidential files, documents, and correspondence with the highest level of discretion
• Coordinate with various departments to ensure smooth information flow and decision implementation

Legal & Administrative Support

• Assist with legal-adjacent tasks such as reviewing contracts, coordinating with external counsel, and tracking compliance matters
• Support due diligence processes for partnerships, vendor relationships, and business development opportunities
• Maintain organized records of legal documents, agreements, and regulatory compliance materials
• Coordinate with legal team on contract negotiations and business transactions

Requirements
Essential Qualifications

• Fluent in English, written and spoken, to a native level with exceptional communication skills
• Previous experience in executive support, operations coordination, or administrative functions in a senior capacity
• Available and willing to travel internationally to accompany the CEO on business trips (up to 50% travel)
• Exceptionally organized, resourceful, and capable of working independently with minimal supervision
• Discrete and professional in handling sensitive and confidential information with absolute integrity

Preferred Qualifications

• A background or working knowledge in legal matters including contracts, NDAs, and compliance procedures
• Experience supporting C-level executives in fast-paced, international business environments
• Comfortable navigating fast-changing priorities across multiple time zones and diverse cultural contexts
• Proficiency in project management tools, calendar systems, and executive support software
• Bachelor's degree or equivalent professional experience in business administration or related field

What We Offer

• Remote Flexibility: Fully remote engagement with a globally active team, offering work-life balance while maintaining professional excellence
• Executive Exposure: Direct access and visibility with senior leadership, providing invaluable professional development opportunities
• Competitive Compensation: Attractive compensation package based on experience and qualifications
• Industry Insights: Exposure to high-level operations in the dynamic beauty industry with access to cutting-edge market intelligence
• Career Growth: Recurring engagement opportunities for strong performers with potential for expanded responsibilities
• Global Network: Opportunity to build relationships with international partners, clients, and industry leaders

Employment Details

• Position Type: Independent Contractor
• Work Location: Remote (Worldwide)
• Schedule: Full-time commitment with flexibility for international time zones
• Travel Requirements: Willingness to travel internationally as needed (up to 50%)