Admin and Operations Assistant

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Our client is a consumer brand serving a luxury audience and operating in a fast-paced environment where operational precision, responsiveness, and high service standards are critical. They are seeking a highly organized professional who can support leadership across multiple operational and administrative priorities while maintaining strong context across ongoing workstreams and ensuring that day-to-day execution reflects the brand’s high standard of care.

Location

Fully Remote (Work from Home) | 9 AM - 5 PM EST

Role Overview

The Admin and Operations Assistant will support the CEO and CFO across a broad range of operational, administrative, and coordination responsibilities. This role will own processes end-to-end, manage multiple priorities simultaneously, and ensure that tasks move forward through proactive follow-up, problem-solving, and strong attention to detail. The ideal candidate is highly organized, retains context across projects, and operates comfortably in a fast-moving environment without requiring close supervision.

Key Responsibilities

Order & Fulfillment Management

• Monitor and manage timely fulfillment of customer orders through Shopify and fulfillment partners.

• Track priority and VIP customer orders, follow up with fulfillment centers through Discord, and proactively escalate issues when needed.

• Process order updates, modifications, and subscription changes through Shopify and Recharge.

• Handle shipping issues and file carrier claims as required.

• Assist with chargeback documentation and resolution.

Project & Task Coordination

• Attend leadership calls and capture action items, owners, and follow-up timelines.

• Proactively follow up with stakeholders on open tasks and deadlines.

• Support new initiatives from initial research through execution, including marketplace applications, product launches, and regulatory documentation.

• Help set up and manage new systems and tools as business needs evolve.

Administrative & Executive Support

• Manage scheduling and calendar coordination for the CEO and CFO.

• Research and book travel arrangements and logistics as needed.

• Capture and enter leads into Capsule CRM, including contacts from trade shows.

• Maintain organized digital records, vendor documentation, and process notes.

Customer & Partner Communication

• Coordinate with fulfillment partners and support resolution of shipping or order issues.

• Assist with inbound customer inquiries when directed by the customer service manager.

Qualifications

Experience

• 3–5 years of experience in operations, project coordination, or administrative roles.

• Experience using Shopify is required.

• Experience with subscription platforms such as Recharge is a plus.

• Familiarity with e-commerce operations, luxury consumer brands, or CPG companies is preferred.

• Experience with ClickUp, Capsule CRM, or similar systems is a plus.

Skills

• Strong proficiency in Google Workspace, including Sheets, Docs, and Drive.

• Exceptional organization, attention to detail, and follow-through.

• Ability to manage multiple priorities independently without close supervision.

• Strong written and verbal communication skills, including occasional client-facing interaction.

• Comfort working remotely and adapting quickly in a fast-moving environment.

• Ability to retain context across projects and maintain continuity between tasks.

What Success Looks Like

• Operational tasks are executed proactively with minimal follow-up required from leadership.

• Order fulfillment issues, client priorities, and operational details are managed accurately and efficiently.

• New initiatives are researched, organized, and advanced without delays.

• Action items from meetings are tracked and completed consistently through active follow-up.

• Leadership can rely on strong ownership, context retention, and independent execution across multiple workstreams.

Opportunity

This role offers the opportunity to work closely with senior leadership in a growing business where operational excellence directly impacts customer experience and internal efficiency. The person entering this role will gain broad exposure across executive support, operations, fulfillment, and process coordination while becoming a trusted partner in keeping critical business functions moving smoothly.

Application Process:

To be considered for this role these steps need to be followed:

• Fill in the application form

• Record a video showcasing your skill sets