Executive Assistant and Operations Partner (E-Commerce)
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AI Summary
The role involves supporting the Founder by managing their calendar, inbox, and priorities while ensuring smooth daily operations. Additionally, the Executive Assistant will coordinate projects, manage financial processes, and optimize internal workflows.
We are looking for an Executive Assistant and Operations Manager to work closely with the Founder of a rapidly growing E-Commerce company. This is not your traditional EA role, you’ll be a trusted partner, enabling the Founder to focus on strategic growth while you keep the business running smoothly
Work Hours: 20-40 hours/week (part-time and can transition into full-time); EU working hours
Work Set-Up: Remote (PH-based); Independent Contractor
Salary: $800-$1600
Role Responsibilities:
Work Hours: 20-40 hours/week (part-time and can transition into full-time); EU working hours
Work Set-Up: Remote (PH-based); Independent Contractor
Salary: $800-$1600
Role Responsibilities:
Founder Support & Operations
- Manage the Founder’s inbox, calendar, and priorities to ensure smooth daily operations.
- Schedule and coordinate projects, meetings, and high-priority initiatives.
- Build and maintain SOPs from Loom recordings for repeatable processes.
- Prepare weekly and monthly business reports to track performance and progress.
- Manage Google Sheets dashboards for key metrics and operational oversight.
- Coordinate financial processes, including expense tracking and budget monitoring.
- Conduct daily sync calls and provide clear weekly reporting.
Project Management
- Coordinate and track projects across multiple brands and teams.
- Ensure deadlines, deliverables, and responsibilities are clear and met.
- Translate high-level objectives into actionable timelines and measurable outcomes.
- Drive accountability and progress, reporting obstacles before they escalate.
- Take ownership of project momentum—even when priorities shift.
Systems & Process Management
- Create, refine, and document internal workflows to improve efficiency.
- Manage recurring task boards in Notion, Trello, or similar tools.
- Spot bottlenecks early and implement effective solutions.
- Continuously optimize systems to enhance productivity and clarity.
Partnerships & Growth Support
- Support and coordinate influencer, affiliate, and B2B partnerships.
- Manage communications with external partners and ensure timely execution of initiatives.
- Track results and provide actionable insights to drive growth.
Personal Assistance & Logistics
- Handle personal scheduling and travel arrangements.
- Manage ad hoc tasks, research, and special projects as needed.
- 5+ years of experience as an Executive Assistant or Operations Manager supporting an e-commerce founder or CEO.
- Proven expertise in operations and project management, with the ability to set up systems from scratch.
- Exceptionally proactive, structured, and solution-oriented, you thrive on creating order from chaos.
- Excellent written communication and follow-through, you summarize, document, and close loops without being prompted.
- Confident decision-maker who knows when to act independently and when to escalate.
- Advanced Google Sheets skills (dashboards, reporting, automation).
- Experience with Loom, Slack, and at least one project management tool (Notion, Trello, Airtable, Asana).
- Fluent in written and spoken English.
- Strong experience with travel planning and logistics management.
Nice to Have:
- Experience with Shopify and/or e-commerce marketplaces (Amazon, Bol.com).
- Familiarity with financial coordination (invoices, expense tracking, reporting).
- Experience managing affiliate, influencer, or B2B partnerships.
- Familiarity with productivity tools (Superhuman, Akiflow, Raycast, etc.).
- Initial Interview with HR
- Client Interview
- Offer and Onboarding
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