Operations & Executive Assistant

ABOUT MANI MUSE
Mani Muse is a growing beauty brand specializing in press-on nails and nail products, with a strong wholesale business and retail partnerships including Anthropologie, Free People, American Eagle/Aerie, Oliver Bonas, and more. We are looking for a highly organized, proactive Operations & Executive Assistant who can help manage the day-to-day details of the business while also helping us build better systems as we grow.
This is not a traditional, task-based Virtual Assistant role. We are looking for someone who can take ownership, follow things through, identify what is missing or falling through the cracks, and think one step ahead. A major part of this role will be using AI, Notion, spreadsheets, and automation to make the business more organized, efficient, and scalable.
THE ROLE
You’ll work closely with the founder across day-to-day business operations, helping keep projects moving, deadlines on track, and important details from falling through the cracks.
The goal is for this person to become a trusted operational partner who increasingly understands what needs attention, proactively follows up, solves problems, and helps improve the systems behind the business.
WHAT YOU’LL OWN
Wholesale & Retail Operations
Track wholesale purchase orders, retailer requirements, deadlines, and fulfillment status
Monitor production and shipment timelines
Coordinate samples and retailer documentation
Maintain outstanding items and proactively follow up with retail partners
Fulfillment & Inventory
Coordinate with our third-party fulfillment center
Monitor inventory and inbound shipments
Track inventory against upcoming wholesale commitments
Investigate discrepancies and help ensure orders are fulfilled accurately and on time
Business Administration
Support Shopify administration, customer service, vendor communication, file organization, spreadsheets, research, and other day-to-day operational needs
Maintain organized trackers, documentation, and business information
Founder Support & Follow-Through
Help manage priorities and maintain clear follow-up and “waiting on” lists
Proactively follow up on outstanding items without needing to be reminded
Help keep projects moving and deadlines on track
Identify missing, overdue, unclear, or at-risk items and take appropriate action
Systems, AI & Automation
Help improve and document workflows using Notion, Claude/ChatGPT, Google Workspace, spreadsheets, and other tools
Identify repetitive or inefficient processes and recommend better systems
Use AI to help organize information, analyze data, improve workflows, and reduce manual work
Help us continue building a more organized, efficient, and scalable operating system
WHO WE’RE LOOKING FOR
2+ years of relevant experience in operations, executive assistance, e-commerce, project coordination, or a similar role
Experience with a beauty, cosmetics, nails, accessories, consumer products, e-commerce, or wholesale brand is a plus
Exceptionally organized, detail-oriented, and dependable
Proactive and comfortable working independently
Strong written English communication skills
Comfortable working with spreadsheets, numbers, deadlines, and operational details
Tech-savvy and genuinely interested in using AI to work smarter
Able to learn new platforms and processes quickly
Someone who takes ownership, follows through, and naturally notices what is missing, overdue, or at risk
You do not need to be an expert in every tool we use. Curiosity, adaptability, good judgment, and the ability to figure things out are more important.
TOOLS YOU MAY WORK WITH
Notion, Claude/ChatGPT, Shopify, Google Workspace, Google Sheets/Excel, Dropbox, fulfillment platforms, retailer portals, and automation tools.
WHAT SUCCESS LOOKS LIKE
Success in this role means the founder no longer has to mentally track every operational detail.
You’ll increasingly know what needs attention, what’s approaching a deadline, what’s at risk, what we’re waiting on, and what should happen next — and take action whenever possible.
We’re looking for someone who doesn’t simply ask, “What should I do next?” but instead learns to come to the table with:
What I found → Why it matters → What I recommend → What I need from you
ROLE DETAILS
Hours: Approximately 20 hours/week to start
Location: Remote — global candidates welcome
Compensation: $22–$28 USD/hour, based on experience
Schedule: Flexible, with some overlap with U.S. business hours preferred
Opportunity: Long-term position with potential for additional hours and increased responsibility as Mani Muse grows
HIRING PROCESS
Selected candidates will move through an initial application review and video interview. Finalists will be invited to complete a 90-minute paid practical exercise ($60 flat rate) based on a real-world Mani Muse operations and systems scenario, followed by a final interview.
We’re looking for someone who wants to become a meaningful part of Mani Muse and grow with the business long term.

Work arrangement
Yes