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 fast-growing consumer products startup offering high-performance accessories that combine technical functionality with modern design. The company has built strong partnerships with major retailers and developed a loyal customer and influencer following.

As the business continues to grow, they are seeking a Virtual Assistant to work directly with the Founder/CEO and provide hands-on support across operations, project coordination, administrative systems, customer and influencer communications, external partner coordination, e-commerce, research, and executive assistance.

Role Overview

The Virtual Assistant will be responsible for keeping day-to-day projects, systems, communications, and administrative priorities organized and moving forward.

This is a highly autonomous role for someone who can manage multiple projects, solve routine problems independently, maintain organized systems, and determine when an issue requires the CEO's attention. The Virtual Assistant will own execution while proactively communicating priorities, escalating sensitive or unclear matters, and asking thoughtful questions when necessary.

The ideal candidate is exceptionally organized, detail-oriented, tech-savvy, and comfortable wearing multiple hats in a fast-moving startup environment. They should be comfortable supporting everything from project management and business operations to customer communication, Shopify updates, research assignments, and executive assistant responsibilities.

Location

Fully Remote (Work from Home) | 9:00 AM - 5:00 PM EST

Key Responsibilities

Operations & Project Management

• Manage projects with multiple moving pieces from planning through completion.

• Break projects into clear tasks, sequence activities, establish deadlines, and track deliverables through completion.

• Manage multiple concurrent projects without allowing important tasks or deadlines to fall through the cracks.

• Proactively follow up on outstanding items and identify potential blockers.

• Solve routine operational problems independently while escalating sensitive or unclear matters appropriately.

• Maintain and update SOPs and process documentation as workflows evolve.

• Identify opportunities to improve internal processes and create more scalable ways of working.

Administrative & Systems Support

• Own daily inbox organization and ensure incoming communications are appropriately triaged.

• Maintain the company's task-management system and keep responsibilities organized and visible.

• Track important requests, follow-ups, and deadlines through completion.

• Maintain accurate business records, including inventory reports, trackers, invoices, and claims.

• Organize files and information so team members can quickly locate what they need.

• Maintain accurate trackers and reports using Google Sheets or Excel.

• Support general administrative responsibilities as business priorities evolve.

Customer & Influencer Communications

• Handle customer service inquiries from initial contact through resolution.

• Coordinate returns, shipping labels, order issues, and related customer requests.

• Manage day-to-day influencer communication, including follow-ups and gifting logistics.

• Maintain professional, organized communication with customers and external contacts.

• Identify situations requiring CEO input and flag them with a clear summary and recommended response.

• Follow up consistently to ensure customer and influencer requests are resolved.

External Partner & Vendor Coordination

• Communicate with national retail partners regarding vendor portals, schedules, deliverables, purchase orders, and documentation.

• Maintain accurate information and requirements related to external partnerships.

• Coordinate vendors, freelancers, photographers, editors, and other external partners.

• Track deadlines, deliverables, and outstanding requirements across multiple external relationships.

• Follow up proactively to keep partner and vendor projects moving forward.

• Learn new retailer and vendor processes as needed.

Website & Store Support

• Support ongoing Shopify store maintenance.

• Update product pages, stock status, and website content as required.

• Review updates against established publishing checklists before changes go live.

• Verify information carefully to ensure website updates are accurate and complete.

• Flag website or e-commerce issues requiring additional support.

Research & Recommendations

• Research unfamiliar tools, vendors, platforms, or business processes.

• Independently determine how new systems or processes work.

• Organize findings into concise and actionable recommendations.

• Compare potential solutions based on business needs and requirements.

• Present clear recommendations rather than simply providing unstructured research.

Executive Assistant Support

• Schedule meetings and coordinate appointments.

• Make travel arrangements and manage related logistics.

• Handle personal and business administrative tasks for the Founder/CEO as needed.

• Help protect the CEO's time by independently handling routine responsibilities.

• Determine which matters can be handled independently and which require CEO review.

• Approach executive assistant responsibilities with the same ownership and attention to detail as broader operational work.

AI & Process Improvement

• Use AI tools such as ChatGPT and Claude as part of everyday work.

• Write, test, and refine prompts to produce useful business outputs.

• Use AI capabilities, including Claude Cowork and skills, to support operational workflows.

• Apply AI to real business tasks rather than only basic writing or occasional research.

• Identify opportunities to automate or streamline repetitive work using AI.

• Maintain strong judgment and quality control when reviewing AI-generated outputs.

• Independently learn new technology and platforms as business needs evolve.

Qualifications

Experience

• Professional experience as a Virtual Assistant, Operations Assistant, Administrative Assistant, Project Coordinator, or similar support professional.

• Demonstrated experience operating with a high level of independence and solving day-to-day problems without constant direction.

• Experience managing projects or workflows involving multiple tasks, deadlines, and stakeholders.

• Regular, hands-on experience using a task-management system such as ClickUp, Asana, Trello, Monday.com, or similar.

• Experience managing professional email communication and administrative responsibilities.

• Experience working in a startup or small, fast-moving environment is strongly preferred.

• Experience supporting a consumer products, e-commerce, lifestyle, retail, or similar brand is strongly preferred.

• Experience with Shopify or Klaviyo is a plus.

Skills

• Exceptional organizational skills and attention to detail.

• Strong ability to prioritize and manage multiple responsibilities simultaneously.

• Strong project-management and follow-through skills.

• Ability to operate independently without requiring step-by-step instructions.

• Strong professional written and verbal communication skills.

• Hands-on proficiency with ChatGPT and Claude for real business workflows.

• Ability to write and refine effective AI prompts and use AI to improve operational efficiency.

• Regular experience using task-management platforms.

• Proficiency with Google Workspace.

• Strong Google Sheets or Excel skills for trackers and reporting.

• Familiarity with Canva.

• Ability to quickly learn unfamiliar tools, systems, and platforms.

• Strong judgment regarding when to act independently and when to escalate.

• Comfortable communicating with customers, influencers, vendors, and external partners.

• Genuine willingness to handle executive and personal assistance responsibilities.

• Ability to maintain a consistent full-time schedule during core U.S. business hours.

What Success Looks Like

• Projects with multiple moving pieces are organized and completed without important tasks being missed.

• The Founder/CEO can confidently delegate day-to-day responsibilities without providing constant direction.

• The inbox, task-management system, business records, trackers, and documentation remain consistently organized.

• Operational problems are solved independently whenever appropriate, while sensitive or unclear matters are escalated promptly.

• Customers, influencers, retailers, vendors, and external partners receive timely and professional communication.

• Shopify updates are accurate and properly reviewed before publication.

• Research assignments result in clear, practical recommendations.

• AI tools are meaningfully integrated into everyday workflows to improve efficiency and execution.

• Executive and personal assistance responsibilities are handled reliably and without hesitation.

• Internal processes become increasingly organized, documented, and scalable as the company grows.

Opportunity

This role offers the opportunity to work directly with the Founder/CEO of a growing consumer brand while gaining hands-on exposure across operations, project management, e-commerce, retail partnerships, influencer coordination, customer experience, AI, and executive support.

As the Virtual Assistant, you will have meaningful ownership over day-to-day execution and the opportunity to improve the systems and processes that allow the company to scale.

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