Executive Assistant (E-Commerce and Wholesale) (BBS903)

We're looking for an Executive Assistant (E-Commerce and Wholesale) to be the operations backbone for a fast-moving global fashion distribution company that buys large lots of brand inventory and sells through its own DTC site, multiple marketplace channels, and a wholesale sales team. You will centralize and manage product data, keep listings live and accurate, build wholesale offer sheets, support daily sales operations, and over time help build the CRM and automation infrastructure that ties it all together.

This is one role covering five connected areas: product management, e-commerce, wholesale, sales operations, and CRM and automation. The CRM and automation work develops over time as you build trust and context. The listing, wholesale, and sales admin work starts from day one. This role requires someone who is highly competent, proactive, detail-obsessed, and genuinely skilled with AI tools and workflows. Mistakes in pricing, product data, and images have real consequences. If you are a strong systems thinker who can build and improve processes, work fast and accurately in spreadsheets, and take ownership of a wide operational scope without needing tasks delegated one by one, this role is a strong fit.

Why You'll Want to Join

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you're most productive
• This role requires availability Monday through Friday, 9 AM to 5 PM US Pacific Time
• Work inside a fast-moving fashion distribution company with a broad brand portfolio and multi-channel sales operation
• High-ownership operations role with direct impact on listing accuracy, wholesale revenue, and sales team efficiency

What You'll Work On

Product Management

• Centralize product data, images, inventory, and pricing from vendor files and the ERP into one organized, accurate system
• Manage heavy spreadsheet work including product data, variants, UPCs, size breakdowns, and pricing
• Source accurate product images and MSRPs from trusted sources and never use incorrect or unauthorized images
• Edit and clean up product images using AI tools
• Keep inventory in sync as it flows from the ERP through Shopify to each channel

E-Commerce

• Create and maintain Shopify and marketplace listings, working alongside the e-commerce manager
• Keep existing listings current and accurate as inventory, pricing, and product data changes
• Ensure listing quality and consistency across all active channels

Wholesale

• Use centralized product data to create and update wholesale offer sheets with images, pricing, quantities, and size breakdowns
• Build tailored offers for specific customers rather than one generic list
• Pull cost pricing from the ERP, calculate pricing within target and minimum margin parameters, and format everything cleanly and professionally

Sales Operations

• Support daily sales administration including pipeline updates, reporting, and coordination between departments
• Track sales rep activity and cross-check across the ERP, the sales order management platform, and email
• Maintain an accurate CRM or activity dashboard since the reps will not maintain one themselves
• Run and improve the AI workflow that turns daily recaps into a morning sales meeting template

CRM and Automation (Growing Over Time)

• As trust and context build, help develop and maintain the CRM infrastructure across e-commerce and wholesale
• Build reporting dashboards that give the team clear visibility into inventory, pipeline, and sales performance
• Identify and automate repetitive workflows across the operation to reduce manual work and errors

What You Bring

• Highly competent and reliable with a track record of taking ownership and not making mistakes on pricing, data, or product information
• Proactive by nature; you spot what needs doing and do not wait for each task to be delegated
• Strong systems thinker with the ability to build and improve operational processes
• Genuinely skilled with AI tools including building internal AI workflows and automations, working with APIs, and using AI for image editing and data work
• Fast and accurate in Google Sheets or Excel with advanced spreadsheet skills
• Detail-obsessed with a zero-tolerance approach to errors in pricing, images, and product data
• Fluent written and spoken English for daily communication with a US-based team primarily over WhatsApp and video calls
• Comfortable building rapport with an in-office team through daily calls and regular check-ins in a remote setup
• Available Monday through Friday, 9 AM to 5 PM Pacific Time

Nice to Have

• Experience with Shopify, an ERP system, or marketplace platforms
• Experience building dashboards or lightweight CRMs
• Prior experience supporting a sales team with administrative and data management work
• Interest in fashion, streetwear, or sneakers

How to Apply

Please include:

1. Your updated resume
2. A short Loom video (1 to 2 minutes) introducing yourself, describing your operations and AI tools experience, and walking through one workflow or automation you built or improved and how it saved time or reduced errors

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

If you are a proactive, detail-obsessed operator who can manage product data, run multi-channel listings, support a wholesale sales team, and build the automation infrastructure that makes it all run faster, this role gives you the scope and the direct impact to do your best work.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.