Virtual Assistant

This is a fully remote position, open to applicants in Egypt, +4 more countries.

📋 Description

• Oversee projects with various components from inception to completion.

• Decompose projects into tasks, arrange activities, set deadlines, and monitor deliverables.

• Handle multiple projects simultaneously and follow up on pending items and hurdles.

• Resolve routine operational issues independently and elevate sensitive or ambiguous matters.

• Keep Standard Operating Procedures (SOPs) and process documentation updated.

• Enhance internal processes and develop scalable operational methods.

• Organize and prioritize the daily inbox.

• Maintain the task-management system and oversee requests, follow-ups, deadlines, records, inventory reports, trackers, invoices, and claims.

• Systematize files and information while keeping reports updated using Google Sheets or Excel.

• Address customer inquiries, returns, shipping labels, order problems, and related requests.

• Manage communications with influencers, follow-ups, and logistics of gifting.

• Collaborate with retail partners concerning vendor portals, timelines, deliverables, purchase orders, and documentation.

• Coordinate with vendors, freelancers, photographers, editors, and other external collaborators.

• Assist in maintaining the Shopify store and update product pages, stock status, and website content.

• Review website updates against publishing checklists and identify e-commerce issues.

• Research tools, vendors, platforms, and business processes, providing actionable insights.

• Schedule meetings, coordinate appointments, arrange travel, and manage administrative and personal tasks for the Founder/CEO.

• Utilize ChatGPT, Claude, and Claude Cowork to streamline workflows and identify AI automation opportunities.

• Create, test, and refine prompts, ensuring quality control of AI-generated outputs.

• Proactively learn new technologies and platforms independently.

⛳️ Requirements

• Professional background as a Virtual Assistant, Operations Assistant, Administrative Assistant, Project Coordinator, or similar support role.

• Proven ability to operate autonomously and resolve daily challenges without ongoing supervision.

• Experience in managing projects or workflows that involve multiple tasks, deadlines, and stakeholders.

• Regular hands-on experience with a task-management system like ClickUp, Asana, Trello, Monday.com, or comparable tools.

• Proven experience managing professional email communications and administrative tasks.

• Prior experience in a startup or dynamic small business environment is highly preferred.

• Background in supporting consumer products, e-commerce, lifestyle, retail, or similar brands is strongly preferred.

• Familiarity with Shopify or Klaviyo is advantageous.

• Exceptional organizational skills with a keen attention to detail.

• Strong capability to prioritize and manage multiple responsibilities at once.

• Excellent project management and follow-through abilities.

• Ability to work independently without detailed instructions.

• Strong professional written and verbal communication skills.

• Proficient in utilizing ChatGPT and Claude for real-world business workflows.

• Competence in writing and refining effective AI prompts and leveraging AI for operational efficiency.

• Regular experience with task-management platforms.

• Proficient in Google Workspace.

• Strong skills in Google Sheets or Excel for reporting and tracking purposes.

• Familiarity with Canva.

• Ability to quickly adapt to new tools, systems, and platforms.

• Sound judgment on when to act independently and when to escalate issues.

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

• Willing to undertake executive and personal assistance tasks.

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

• Candidates must be available to work from 9:00 AM to 5:00 PM EST, aligned with the client's time zone.

• Resume must be submitted in English and in PDF format.

• Completion of the application form and submission of a video demonstrating skill sets is required.

🏝️ Benefits

• Fully remote position allowing work from home.

• Opportunity to collaborate directly with the Founder/CEO of a growing consumer brand.

• Hands-on experience across various domains, including operations, project management, e-commerce, retail partnerships, influencer coordination, customer experience, AI, and executive support.

• Significant ownership over daily execution.

• Chance to enhance systems and processes that facilitate company growth.