Virtual Assistant / Operations Coordinator (Remote)

RemotelyHR

Huntington Beach, CA...

Full-Time

Job Description

Note: RemotelyHR is hiring on behalf of client.

Virtual Assistant / Operations Coordinator (Remote)

A popular home design and lifestyle brand?s team is looking for a dynamic and experienced Virtual Assistant / Operations Coordinator to join our team! This position will be temporary to fill in for a team member who is going on maternity leave, but there is potential for this to turn into a regular, full-time position. (Note: This position is a contract, 1099 position)

Overview: Assist the client and team with all administrative tasks including but not limited to; scheduling, calendar management, gifts and gratitude, team management, email consolidation, community management, website updates, and daily operations tasks.

Primary Responsibilities & Job Duties:

1. Daily Email Management: Go through emails on a daily basis, flag important emails, input key items into the daily log document.

2. Executive Assistant duties: Send a morning text with updates, to-do items, and urgent matters. Manage calendar, classes/appointments, check emails, customer service, communicate with other vendors and teams. Responsible for all scheduling, meeting agendas, and meeting notes.

3. Community Management: Monitor comments, DMs on social media. Respond to website inquiries and reviews.

4. Customer Service: Manage email regarding orders and handle customer-facing communication. Coordinate with the ecommerce/retail team regarding returns, damaged items, etc.

5. E-commerce Support: Assist the e-commerce team in adding new products to product catalog and website.

6. Monthly Reporting: Assist with monthly reporting for bookkeepers.

7. Special Projects: Work on various projects (photo organizing, asset management, special requests, etc.).

8. Team Project Management: Manage team projects and communication, including new team member onboarding, past team member offboarding.

9. Virtual Consulting Coordination: Manage virtual consulting program, including client communication, adding new designers, managing schedules, and communicating with clients.

10. Additional Responsibilities: A team player who is able to manage tasks as they arise.

Skills and Qualifications:

Dynamic and a self-starter

Able to multitask and handle multiple projects at the same time

Must be able to work independently and complete tasks in a timely manner

Maintain professionalism in all interactions

Extremely organized.

Strong communicator and team collaborator.

Experience and success working in a self-managed environment.

Ability to maintain confidentiality and handle sensitive information with discretion.

Time Commitment:

Hours: 40 hours/week (8 hours each day)

Must be able to work PST hours

Requirements

Requirements:

3+ years of experience as a virtual assistant, executive assistant, operations coordinator or similar role.

Must have your own computer/internet setup

Must type minimum of 50 WPM

Proficient in G-Suite

Must be knowledgeable in Canva or similar graphic designing software

Experience with Shopify & Airtable is a bonus, but not required