Executive Assistant to the Owner

Atelier Madrona, LLC; Seattle (WA); Hybrid; USD 26,000 - 36,000; Full time

Job summary

Atelier Madrona, LLC in Seattle seeks an entry-level operations coordinator to manage client inquiries, follow-ups, and briefing workflows. You’ll work closely with the Owner and Master Perfumer to ensure timely responses and well‑briefed opportunities.

You will use Claude, ClickUp, and Gmail daily, supporting pricing, vendor communications, and project development. Training is on-site, transitioning to a 50% remote schedule as you grow with the studio.

Qualifications

• Advanced, hands-on experience with Claude or similar AI tools.
• Exceptional organization. You run your work from systems, not memory.
• Obsessive attention to detail. You catch the wrong name, the mismatched date, and the missing attachment before anything goes out.
• Clear, warm, professional writing.
• Comfort with pace, ambiguity, and direct feedback.
• Ability to work on-site in Capitol Hill, Seattle, full-time during training and at least 50% of the time after that.

Responsibilities

• Draft and send replies to new inquiries using our response scripts.
• Manage follow-up cadences so no lead goes cold.
• Schedule discovery calls and client meetings.
• Prepare pre-call briefings: prospect research, inquiry history, open questions.
• Generate scopes of work and agreements for signature, and track them through execution.
• Keep ClickUp accurate and current every day.
• Take on operational, research, and process projects as the business grows.

Skills

Claude AI tools

Organizational skills

Attention to detail

Professional writing

Adaptability

On-site in Capitol Hill, Seattle

Start immediately

Tools

Claude

ClickUp

Gmail

Job description

Location: Seattle, WA (Capitol Hill). Hybrid: on-site during training, then 50% remote

Type: Full-time, hourly (W-2)

Pay: $22.50/hour

Start: Immediately

ABOUT ATELIER MADRONA

Atelier Madrona is a Seattle fragrance house and private label studio. We create custom fragrances from scratch for brands across the U.S. and Canada, from first-time founders to established companies. Every formula is built in-house by our team of classically trained perfumers.

ABOUT THE ROLE

You’ll work directly with our Owner and Master Perfumer and run the business side of our client pipeline. That means making sure every inquiry gets an answer, every follow-up goes out on time, and every call starts with a full briefing. This is a hands‑on, high‑trust role for someone who loves systems, catches small errors, and wants to learn how a manufacturing business works from the inside.

You’ll use Claude (AI), ClickUp, and Gmail every day. We run our workflows in Claude using Projects, Skills, and connected tools, and we need someone who can use them well and improve them.

WHAT YOU'LL DO

Pipeline management

• Draft and send replies to new inquiries using our response scripts
• Manage follow‑up cadences so no lead goes cold
• Schedule discovery calls and client meetings
• Prepare pre‑call briefings: prospect research, inquiry history, open questions
• Generate scopes of work and agreements for signature, and track them through execution
• Keep ClickUp accurate and current every day

Sourcing and pricing (under close direction)

• Request and compare quotes for packaging, raw materials, and testing services
• Build pricing comparisons and keep supplier records organized
• Follow up with vendors on samples, lead times, and orders

Special projects

• Take on operational, research, and process projects as the business grows

OUR DEVELOPMENT PROCESS

To help you understand the work you’ll support, here’s how a client project moves through our studio: Interview & Creative Brief → Sketch Design → Creation & Refinement → Testing & Regulatory Compliance → Production.

WHAT YOU BRING

• Advanced, hands‑on experience with Claude or similar AI tools. You’ve gone well past casual chatting and built repeatable workflows, prompts, or projects that produce reliable results
• Exceptional organization. You run your work from systems, not memory
• Obsessive attention to detail. You catch the wrong name, the mismatched date, and the missing attachment before anything goes out
• Clear, warm, professional writing
• Comfort with pace, ambiguity, and direct feedback
• Ability to work on‑site in Capitol Hill, Seattle, full‑time during training and at least 50% of the time after that, and to start immediately

NICE TO HAVE

• Experience with ClickUp or another project management tool
• Experience in sales support, operations, e‑commerce, beauty, or manufacturing
• Interest in fragrance, cosmetics, or consumer products

WHERE THIS LEADS

This is an entry‑level role with a real growth path. Depending on your strengths, it can lead to operations management, supply chain management, or sales.

GOOD TO KNOW

• You’ll work fully on‑site during training and move to a 50% remote schedule if desired once training is complete
• On studio days, you’ll be in a working fragrance studio with exposure to aromatic materials throughout the day
• No relocation assistance