Executive Assistant (Job ID: DONREG1)

IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

 PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

About the Client:

The client is an eCommerce company specializing in custom temporary tattoos and performance focused products for runners, triathletes, cyclists, swimmers, and other endurance athletes. Their mission is to help athletes express their goals, achievements, and motivation through high quality products and a strong community driven brand. As the company continues to grow, they are looking for a reliable professional who can help streamline operations, improve organization, and support future business growth.

About the Role:

The client is seeking an organized and proactive Executive Assistant to support day to day business operations and help create structure across multiple areas of the company. This role will initially focus on email and inbox management, administrative support, and operational organization while gradually taking on additional responsibilities as the business grows. The ideal candidate is detail oriented, highly communicative, capable of working independently, and interested in contributing ideas that improve efficiency and support long term growth.

Key Responsibilities

Executive Support & Inbox Management

• Manage and organize multiple email inboxes, ensuring timely responses and proper prioritization
• Create and maintain email folders, labels, and organizational systems
• Draft and respond to emails on behalf of leadership when appropriate
• Assist with calendar coordination and general executive support tasks
• Help maintain operational organization and administrative workflows

Administrative Operations

• Handle document management and data entry tasks
• Assist with invoicing and customer related administrative communications
• Create, update, and maintain SOPs and internal documentation
• Support ongoing projects and operational initiatives as assigned
• Monitor deadlines and ensure tasks are completed on time

Marketing & Creative Support

• Assist with basic Canva design projects for marketing campaigns and business initiatives
• Support email marketing efforts through Klaviyo, including scheduling and deployment
• Contribute ideas for future social media and marketing initiatives
• Collaborate on content organization and brand related projects as responsibilities expand

Qualifications & Skills

Must Have

• Previous experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or similar role
• Strong written and verbal English communication skills
• Excellent organizational and time management abilities
• Experience managing email inboxes and administrative workflows
• Strong attention to detail
• Ability to work independently with minimal supervision
• Proficiency with Google Workspace tools
• Ability to prioritize tasks and meet deadlines consistently
• Customer service experience

Preferred

• Experience using Canva
• Experience with Klaviyo or other email marketing platforms
• Familiarity with Shopify
• Experience supporting eCommerce businesses
• Interest in marketing, social media, or content creation
• Athletic background or interest in endurance sports such as running, cycling, triathlon, or swimming highly preferred

Personality Traits

• Proactive and resourceful
• Strong critical thinking and problem solving skills
• Comfortable sharing ideas and recommendations
• Reliable and accountable
• Highly communicative and responsive
• Adaptable and eager to learn new skills
• Positive attitude with a collaborative mindset
• Motivated to grow alongside the company

Important note:

Growth Potential

The client is looking for someone interested in building a long term partnership and growing alongside the business. While the role will initially focus on executive and administrative support, there will be opportunities to gradually take ownership of additional responsibilities related to marketing, email campaigns, content coordination, social media support, and process improvement.

The ideal candidate is excited about expanding their skill set, taking on new challenges, and contributing ideas that help the business grow. As responsibilities increase over time, there will be opportunities for additional hours, expanded scope, and progression into a more comprehensive operational and marketing support role.