Location: remote (9:00am to 5:00pm us pacific time)
employment type: full-time
about the role:
exciting opportunity for an individual who is experienced in assisting multiple managers and teams within an organization and who enjoys a fast-paced and varied admin role.
in this position you will be providing direct support to the operations manager and ceo for a wide range of administrative and operational tasks critical to scaling a fast-growing manufacturing company with a diverse brand portfolio.
most of the responsibilities are administrative in nature but there is a need to see the big picture, to be business savvy, to be able to move things forward, and to be excited to be part of a growing business.
requirements:
* minimum 5–7 years of experience in an executive assistant, project management, or operations support role
* 4+ years of experience within the e-commerce sector
* excellent organizational skills with the ability to be clear and concise in english in both written and verbal communication.
* be able to follow instructions, write them down, and create a procedure document if one does not exist for an area of responsibility.
* proactive, detail-oriented, and capable of handling confidential information with discretion.
* be willing to ask clarifying questions and prioritize in a fast-paced environment when multiple requests are made.
* learn preferences and procedures, as well as work styles of a diverse team, to be able to anticipate needs.
* aptitude and willingness to learn new technology as needed.
* think critically and be willing to confidently offer suggestions when appropriate.
* experience working with executives or founders preferred.
responsibilities
* coordinating with internal and external contacts to gather and compile necessary information and deliverables.
* identify tasks suitable for delegation and facilitate their reassignment to the appropriate individuals or teams.
* support meetings by managing agendas, preparing materials, utilizing ai tools to record and summarize, and ensuring task follow-through.
* maintain an accurate and consistent reporting cadence across functions in accounting, sales, marketing, product, and customer support.
* entering contacts and relevant information into databases or spreadsheets.
* filter out spam, unsubscribe from unnecessary emails, prioritize important communications, and draft or send responses when appropriate.
* oversee maintenance of digital file storage and retention practices to ensure easy access and retrieval of company documents.
* review and edit documents for grammar, formatting, and consistency with corporate standards.
* support the marketing team in building a strong social media presence across platforms such as linkedin, twitter, facebook, and instagram.
* provide support with miscellaneous tasks such as research, purchasing, and ordering items as needed.
tools & software
required, high proficiency
* google suite (gmail, docs, sheets, slides, drive, sites)
* microsoft office (word, excel, powerpoint)
* data storage (dropbox)
* communication (slack, zoom)
* relationship management software for customer and vendor activity
* project management (clickup)
* e-commerce (shopify, amazon, walmart, target, faire)
* artificial intelligence tools
desirable, some experience or familiarity
* adobe suite (acrobat, illustrator)
* social media (facebook, instagram, tiktok, pinterest, flip)
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