Executive Assistant & Business Support
New
V
Virtual Staff 365ECommerce
Workable locations: Philippines, Dayshift (Australian business hours)Full-Time
Salary not disclosed
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Job Details
- Languages
- Clear verbal English
- Required Skills
- ShopifyMicrosoft ExcelMicrosoft OfficeGoogle SheetsGoogle WorkspaceAsana
Requirements
- Previous experience in Executive Assistant or Senior Administrative roles.
- Ideally, experience in supply chain, manufacturing, imports, or SKU-based inventory environments.
- Intermediate Microsoft Office / Google Suite skills (Excel/Sheets, including VLOOKUP, Pivot Tables, formulas).
- Intermediate Gmail and Google Drive proficiency.
- Experience with project management software (Asana preferred; Trello or Monday.com acceptable).
- Basic familiarity with inventory management systems (conceptual understanding).
- High level of discretion and confidentiality.
- Extremely organised and detail-oriented.
- Strong written communication skills (essential for overseas supplier communication).
- Clear verbal English for internal voice/video calls.
- Curious and investigative mindset — questions inconsistencies rather than ignoring them.
- Proactive, responsive, and self-directed.
- Polite, respectful, and professional communicator.
- Preference for Windows-based computer/laptops.
- Dual-screen setup (or willingness to use a second monitor).
Responsibilities
- Manage GM inbox: review inbound emails, categorise by priority, draft responses, and respond on behalf of the GM where appropriate.
- Organise travel itineraries.
- Create onboarding and offboarding checklists for staff.
- Coordinate storage and organisation of business records and documentation.
- Develop and maintain structured SOPs and system guides as part of training and knowledge documentation.
- Liaise with suppliers via email regarding order placement, production timelines, and shipping deadlines.
- Update internal project management boards to ensure visibility of supply chain progress.
- Conduct daily system checks to ensure logins and integrations are functioning.
- Perform basic data entry and Excel/Google Sheets manipulation (VLOOKUP, Pivot Tables, intermediate formulas).
- Format reports in line with brand guidelines and fonts.
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