СШАExecutive Project Manager to the CEO
2 нед. назад
СШАC-levelRemote
notionslack
Executive Project Manager to the CEO responsible for executing tasks, managing operations, and utilizing technology for workflow optimization.
О компании
- is a lifestyle platform dedicated to exploration, curation, and groundbreaking conversation. From its award-winning beauty and fashion lines to its expansive editorial lens, invites women to embrace the process of becoming, and to discover deep joy in the pursuit of pleasure, beauty, and growth in all phases of life.
- Gwyneth Paltrow began in the fall of 2008 as a weekly newsletter. It has expanded into a beauty, fashion, and food business that’s also known for its products, curation, podcast, TV shows, live events, and retail stores.
Обязанности
- This role reports directly to 's Founder & Co-CEO and is dedicated to the Founder's business. You'll work in close partnership with Co-CEO Moj Mahdara and the executive team, and you'll be a trusted, day-to-day point of contact for the Founder. Strategy and decisions are set by the two Co-CEOs; your job is to execute. You coordinate the projects and needs coming from both Co-CEOs and the executive team, and you make sure every action item is tracked, assigned and completed.
- Your number one responsibility is running the Notion calendar and logistics. You also set up and roll out the tools and systems the team relies on, and you manage a pipeline of research and trend reports.
- CALENDAR & LOGISTICS MANAGEMENT
- Own the Notion calendar as the central view of meetings, travel, launches, partner deliverables and deadlines
- Work closely with the Founder's Executive Assistant(s) on scheduling holds, availability and logistics for projects, events and partner commitments
- Coordinate logistics for travel, executive meetings, offsites and company-wide meetings and events
- Produce executive dinners and events from start to finish: guest lists, invitations, RSVPs and follow-ups, vendors, menus, gifting, budgets and on-site coordination
- Flag calendar conflicts, gaps and upcoming deadlines weeks ahead
- PROJECT MANAGEMENT & EXECUTION
- Execute projects led by the Co-CEOs: build the project plan in Notion, track milestones and owners, and drive every task to completion
- Capture action items from executive meetings and make sure every one is tracked, assigned and closed
- Keep a live view of all active projects showing what's in progress, what's at risk and what's blocked, and flag issues to the Co-CEOs early
- Follow up with senior leaders and teams to keep deliverables on schedule
- Coordinate with the podcast production team and the Co-CEOs on the guest tracker, booking follow-ups, scheduling and production sign-offs
- Route materials through the approval workflows set by the Co-CEOs, so items reach the Founder ready for review
- Keep a master budget and vendor tracker for each project, including payment status and anything outstanding
- Keep a current library of approved assets (bio, headshots, boilerplate, brand guidelines) so teams and partners always get the latest version
- STRATEGIC PARTNERSHIPS DELIVERY
- Project manage brand partnership deliverables once agreements are signed: timelines, assets, approvals and deadlines
- Organize partner kickoff calls and keep a deliverables plan with owners, dates and approval status
- Coordinate across internal teams and partner teams so deliverables ship on time and to spec
- Keep partnership work-streams visible in Notion and Slack so the Co-CEOs always know their status
- TOOLS & SYSTEMS SETUP
- Set up new tools and AI apps selected by the Co-CEOs for the Founder and the executive team, including configuration, accounts, permissions and integrations
- Onboard the Founder and executives into new systems with short training, simple guides and follow-up support until the tools are in daily use
- Carry out tool migrations and consolidations (for example email platforms, inboxes and task systems) with minimal disruption
- Connect tools so work flows between them automatically, for example meeting notes to Notion tasks, and Slack requests to tracked to-dos
- Coordinate outside developers, consultants and IT partners working on systems, and keep their work on schedule
- Work with IT and security to confirm new tools meet access and data-security standards before rollout
- SLACK, NOTION & WORKSPACE MANAGEMENT
- Organize projects in Slack using canvases, lists, pinned files and links, so every project has one clear home
- Set up automated updates, summaries and reminders in Slack and Notion so the Co-CEOs and executive team get visibility without extra meetings
- Build and maintain Notion databases, dashboards and templates for projects, to-dos and follow-ups
- Administer the Slack and WhatsApp workspaces and keep them clean: channel and group structure, naming conventions, permissions, archiving and consistent project setup
- Keep contact records and trackers accurate, deduplicated and consistently structured
- RESEARCH & TREND REPORTS
- Manage a pipeline of research requests from the Co-CEOs: log each request, track progress in Notion and deliver on deadline
- Research and compile trend reports across wellness, beauty, fashion, consumer, culture and AI, following the briefs set by the Co-CEOs
- Run quick research on companies, categories and markets as requests come in, and deliver clear, well-sourced summaries
- Maintain a tagged, searchable research and trend library in Notion
- Use AI research tools and agents to scan sources, summarize findings and track emerging signals
- LOCATION, TRAVEL & HOURS
- This is a remote role. You must be based in a North American time zone
- You'll travel 8–10 times a year, for meetings, events and time with the team
- You work on the Founder's schedule and are available during her working hours, including early mornings or late evenings when needed
- Core hours align with Pacific or Eastern Time. The Founder travels regularly across time zones, so occasional flexibility is needed for time-sensitive travel, events and deadlines
Требования
- You're an executor. You take direction and turn it into action fast, with accuracy and follow-through. You live in Notion and Slack, you set up new tools with ease, and you run operations so smoothly that everyone knows what's happening, who owns it and when it's due.
- You're AI-native and use technology to make every workflow faster, simpler and more reliable.
- Extremely executional: you get things done quickly and correctly, and you close every loop
- Strong operational manager: you run the machine behind the business, including calendars, logistics, tools, vendors, budgets and follow-through
- Systems builder: you learn new tools fast, set them up right the first time, and get people using them
- Highly organized: you manage a high volume of parallel projects without dropping a thread
- Skilled researcher: you gather information quickly and present it clearly
- Thoughtful communicator, verbally and in writing: you're polished, considered and concise, you read the room, and you know how to communicate with a founder. Your updates, to-dos and summaries are clear, specific and easy to act on
- Collaborative, with a good sense of humor: you stay steady and easy to work with under pressure
- Trustworthy and discreet: you handle sensitive information with care
- Experience: 3–5 years of business experience, including at least 2 years in project management or executive operations supporting C-level leaders. Consumer goods or brand partnership experience strongly preferred.
- Technical skills: Expert in Notion (calendars, databases, dashboards, templates, automations). Administrator-level experience with Slack (workspace setup, permissions, canvases, lists, workflows, channel management) and WhatsApp (business accounts, groups, access and security settings). Advanced user of Claude, ChatGPT and Gemini, and of Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Slides). Hands-on experience building workflows, AI agents and automations that connect these tools (e.g., Zapier, Notion automations, Slack workflows).
- Education: Bachelor's or Master's degree in Business required.
- Skills: Exceptional written and verbal communication, with experience communicating directly with a founder or CEO. Exceptional organization, speed and follow-through, and experience working across time zones with global, cross-functional teams.
- Based in North America and able to travel 8–10 times a year.
- FAQ
- Compensation: $100,000 base, with flexibility up to $125,000 depending on experience, plus equity. This is a full-time, exempt role. This range is the low and high end of the anticipated base salary for this position. , in good faith, reasonably expects to pay within this range, and provides it in compliance with all applicable federal, state and local laws. Actual base salary will depend on factors including experience, training, knowledge and skills, and a change in the job's location.
- Benefits: A generous health benefits package, fertility benefits and paid parental leave.
- Perks: Generous discounts; special offers with brand partners; and access to custom lifestyle resources and events.
- Work philosophy: At , we believe creativity, innovation and camaraderie are essential to our business, our culture, and our employees' growth and development.
Другое
- You communicate early and often; proactive updates are your default
- You follow direction closely and ask the right questions when something is unclear
- You're warm and direct
- You understand that small details, done right, build long-term trust