Executive & Operations Assistant
Remote • United States • Full-time
Job description
WHY VESNA?
VESNA is a global commerce, design & technology agency for premium brands in fashion, beauty, and wellness.
We work across digital presence, e-commerce, marketing, PR, design, customer experience, product strategy, and technical execution.
Alongside VESNA, we are developing Santa Barbara Rooftop, an editorial interview series with founders, executives, designers, investors, and cultural leaders.
We are looking for an organized, detail-oriented, and proactive assistant who can support communication, scheduling, material preparation, production coordination, documents, presentations, and daily operations.
THE ROLE
The Executive & Operations Assistant will support the daily operations of VESNA Agency.
This role includes managing email, calendar, meetings, guests, partners, documents, presentations, follow-ups, spreadsheets, files, materials, and process coordination.
This position is for someone who can quickly bring order, keep tasks under control, write professional messages, and not miss important details.
WHAT YOU’LL DO
- Manage email communication.
- Draft and send replies to clients, guests, partners, vendors, and collaborators.
- Track follow-ups and important messages.
- Manage calendar, meetings, calls, reminders, and scheduling.
- Coordinate communication with Santa Barbara Rooftop guests.
- Help schedule interviews, filming dates, prep calls, and coordination calls.
- Prepare guest briefs, agendas, meeting notes, and follow-up messages.
- Coordinate communication with venues, beauty teams, stylists, production partners, photographers, videographers, and vendors.
- Help prepare presentations, pitch decks, documents, proposals, and PDFs.
- Organize files, links, notes, contact lists, and project materials.
- Maintain CRM, spreadsheets, task lists, and status trackers.
- Research potential guests, partners, brands, vendors, and business contacts.
- Support outreach for VESNA, Santa Barbara Rooftop, and related projects.
- Prepare meeting notes, summaries, action items, and next steps.
- Help with local logistics, bookings, and coordination when needed.
- Make sure tasks move from idea to execution.
WHAT YOU BRING
Essential:
- Experience as an executive assistant, operations assistant, personal assistant, project coordinator, production assistant, or administrative assistant.
- Strong written communication skills.
- Excellent organization and follow-up skills.
- Ability to work with email, calendar, documents, and multiple projects at the same time.
- Strong knowledge of Google Workspace: Gmail, Google Calendar, Google Drive, Docs, Sheets, and Slides.
- Ability to write clear and professional emails.
- Strong attention to detail.
- Ability to work independently and solve small tasks without constant supervision.
- Comfort communicating with executives, founders, guests, clients, and partners.
- Discretion, reliability, and good judgment.
Nice to have:
- Experience supporting a founder, creative agency, production company, media project, podcast, fashion brand, or startup.
- Experience with presentations, pitch decks, CRM, Notion, Airtable, Canva, Figma, or project management tools.
- Experience coordinating shoots, events, interviews, podcast guests, or brand partnerships.
- Understanding of fashion, beauty, wellness, luxury, media, design, or e-commerce.
WHAT DO WE OFFER?
We are a collaborative, open-door, best-idea-wins environment that fosters personal and company growth and has fun doing it. Here is a snapshot of our benefits package:
- Opportunity to grow into a long-term operations role
Direct work with the founder across agency, media, brand, and production projects.
Work with premium brands, founders, executives, creative teams, and cultural projects.
A dynamic role with real responsibility and room to grow.
WE SUPPORT YOU BEING YOU
VESNA is open to candidates with different backgrounds and career paths.
We care about reliability, organization, communication, discretion, and the ability to keep projects moving.
If you are organized, proactive, detail-oriented, and able to support a founder across business, creative, and media projects, we would like to hear from you.
US Remote Range
$55,000–$95,000 USD