We are seeking a proactive and highly organized Executive Assistant to support the CEO in managing key operational, administrative, and customer-related functions. The ideal candidate is detail-oriented, resourceful, and capable of handling multiple responsibilities, ensuring smooth day-to-day operations and informed decision-making.
Key Responsibilities
- Email & Communications Management
- Manage and respond to general inquiries and customer service requests.
- Implement processes to resolve customer issues efficiently.
- Assist with scheduling and follow-up on inbound responses as needed.
- Inventory & Purchasing Coordination
- Track stock levels and sales trends to forecast inventory needs.
- Provide regular inventory reports summarizing stock movement and reorder requirements.
- Oversee the procurement process, ensuring timely restocking.
- Financial & Performance Tracking
- Maintain a financial tracking sheet, recording key operational metrics.
- Collect and input data on revenue, expenses, and other financial indicators.
- Assist in monitoring ad performance and operational costs.
- Order Management & Fulfillment Support
- Oversee order processing, tracking, and fulfillment verification.
- Ensure timely execution of international and wholesale shipments.
- Verify address accuracy and flag potential fraudulent transactions.
- Third-Party Order Processing
- Manage incoming orders from external retail partners.
- Coordinate order fulfillment and ensure timely shipment tracking updates.
- Handle time-sensitive data entry and confirmation processes.
- Administrative Sales Support
- Send templated outreach messages across various sales channels.
- Gather and compile key contact information.
- Conduct basic research on potential partners and market trends.
- Travel & Administrative Support
- Assist in planning and booking travel arrangements.
- Research accommodations, itineraries, and reservations.
- Provide general administrative support as needed.
Daily Reports & Insights
The Executive Assistant will provide structured daily updates on key business metrics, including inventory, financial tracking, order fulfillment, and customer interactions.
Core Skills & Qualities for Success
- Fluency in written and spoken English is required. Strong communication skills, including professional email correspondence, are essential.
- Strong data organization and analytical skills.
- Ability to execute processes with minimal supervision.
- Excellent written and verbal communication skills.
- High attention to detail and problem-solving ability.
- Experience with CRM, e-commerce platforms, and customer service tools is a plus.
- This role is ideal for someone who thrives in a fast-paced environment, takes ownership of tasks, and can effectively support executive-level operations.
To apply
Kindly send an updated link to your resume to recruitment@outworksva.com, and include a 3 to 5 sentences answering why are you interested in this virtual assistant role, and what skills or experiences make you a great fit? Looking forward to hearing from you!
