Senior Operations Specialist

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.

About the Role

We are seeking a sharp, proactive Executive Business Partner to provide high-level administrative and operational support directly to our CEO. This is a high-trust, high-autonomy position designed for a seasoned professional who thrives in dynamic, fast-paced environments and excels at anticipating needs before they are expressed. You will serve as a strategic partner, bringing calm and organization to complex situations while maintaining the highest standards of discretion and professionalism.

This is a fully remote position with significant travel requirements. You must be available to accompany the CEO on domestic and international business trips, serving as a trusted partner in managing logistics and ensuring seamless execution of business objectives across global markets.

Key Responsibilities
Executive Support & Calendar Management

• Own the CEO's calendar end-to-end, strategically scheduling meetings across multiple time zones while protecting critical focus time
• Coordinate complex scheduling with internal teams, external stakeholders, and international partners
• Manage meeting preparation, including agenda development, briefing materials, and follow-up actions
• Serve as primary gatekeeper for CEO access, ensuring efficient prioritization of requests

Travel Coordination & Logistics

• Plan and execute comprehensive travel arrangements including flights, accommodations, ground transportation, dining reservations, and meeting logistics
• Accompany the CEO on business trips to provide on-site support and ensure smooth operations
• Handle travel contingencies and last-minute changes with resourcefulness and calm professionalism
• Manage travel documentation, expense reporting, and post-trip administrative tasks

Communications Management

• Screen and prioritize incoming emails, drafting responses and correspondence as appropriate
• Manage inbound calls and maintain response timelines to ensure stakeholder satisfaction
• Facilitate internal and external communications on behalf of the CEO
• Prepare executive communications, presentations, and reports as needed

Operational Support

• Support internal initiatives including HR coordination, team communications, and operational reporting
• Assist with project management and cross-functional collaboration
• Maintain confidential filing systems and document management protocols
• Coordinate board meetings, investor relations activities, and strategic planning sessions

Legal & Compliance Coordination

• Assist with legal-adjacent tasks including contract review preparation and compliance tracking
• Coordinate with external legal counsel and manage legal documentation workflows
• Support due diligence processes and regulatory compliance initiatives
• Maintain confidentiality protocols for sensitive legal and business matters

Requirements
Essential Qualifications

• Native-level fluency in English, both written and spoken
• Minimum 3-5 years of experience in executive support, operations coordination, or senior administrative functions
• Proven ability and willingness to travel internationally (up to 50% travel requirement)
• Exceptional organizational skills with demonstrated ability to manage multiple priorities simultaneously
• Strong independent work capabilities with minimal supervision required

Professional Skills

• Advanced proficiency in calendar management systems, travel booking platforms, and office productivity software
• Excellent written and verbal communication skills with ability to represent the organization professionally
• Strong problem-solving abilities and resourcefulness in handling unexpected challenges
• Cultural sensitivity and adaptability for international business environments
• Discretion and integrity in handling confidential and sensitive information

Preferred Qualifications

• Background or working knowledge in legal matters, including contracts, NDAs, and compliance procedures
• Experience supporting C-level executives in fast-growing or international organizations
• Familiarity with the beauty industry or consumer goods sector
• Multilingual capabilities for international business support

What We Offer

• Remote Flexibility: Fully remote work arrangement with a globally distributed team
• Leadership Exposure: Direct access and visibility with senior leadership and strategic decision-making processes
• Competitive Compensation: Attractive compensation package commensurate with experience and qualifications
• Industry Exposure: Unique opportunity to gain insights into high-level operations within the dynamic beauty industry
• Professional Growth: Exposure to international business practices, strategic planning, and executive operations
• Career Development: Opportunity for recurring engagement and expanded responsibilities based on strong performance
• Travel Opportunities: International travel experience with exposure to global markets and business cultures

This role offers an exceptional opportunity for a motivated professional to play a critical role in supporting executive leadership while gaining valuable exposure to international business operations in the innovative beauty intelligence sector.