Executive Virtual Assistant

🕒 October 9

🇵🇭 Philippines – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 31%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.Why this score:

• Open for 33 days.
• Jobs at this company usually fill in 41 days.
• 162 open roles for a team of 47.
• No salary listed.

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Outsourcey

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 2024

🤝 B2B

🛍️ eCommerce

B2B • eCommerce • IT outsourcing

Outsourcey is a leading remote staffing agency specializing in connecting businesses with skilled offshore talent. They simplify the outsourcing process for companies ranging from startups to Fortune 500 firms, offering flexible staffing solutions without long-term contracts or setup fees. By leveraging a vast network of qualified professionals, Outsourcey helps clients reduce operational costs while improving efficiency and scalability, ensuring that businesses can effectively meet their project demands across various industries.

📋 Description

• Manage and organize multiple business email accounts, monitor correspondence, respond to routine inquiries and ensure timely follow-ups • Manage calendars, coordinate meetings and appointments, schedule reminders • Prepare meeting notes, maintain action lists and track outstanding tasks • Organize daily and weekly priorities and communicate important developments, deadlines and decisions • Coordinate communication with team members, vendors, clients and external partners • Support administrative tasks, document preparation, research and information management • Support day-to-day operations across multiple brands and projects • Develop, maintain and improve SOPs, project trackers, operating calendars and internal workflows • Coordinate with production teams, suppliers, freelancers, PR, sales partners and collaborators • Track deadlines, deliverables, approvals and project progress • Follow up proactively on outstanding tasks and ensure commitments are completed • Support inventory management, production tracking, logistics and operational coordination • Identify opportunities to improve processes, communication and efficiency • Provide regular updates and reports on completed work, projects, priorities and outstanding tasks • Manage routine Shopify updates, including product uploads, descriptions, images, pricing, collections and merchandising • Support website updates, product launches and accurate, brand-consistent product presentation • Coordinate with external technical partners for advanced website development or maintenance • Administer marketplace relationships, product listings, inventory sheets, pricing, order tracking and platform requirements • Assist with wholesale administration, buyer databases, line sheets, approved outreach and follow-ups • Coordinate customer inquiries, order updates, returns and customer service activities • Create social media graphics, carousels, promotional materials, presentations and digital content • Edit, resize and adapt photography, video and creative assets for different platforms • Support content planning, scheduling and publishing across social media platforms • Organize the content library and coordinate with photographers, videographers and creative partners • Support community engagement, social media monitoring and basic analytics • Maintain content calendars and consistency across brand and founder platforms • Support newsletters, email campaigns and promotional communications • Manage email marketing calendars, contact lists, audience segmentation and campaign reporting • Support customer and prospect databases, lead tracking, outreach and follow-up sequences • Assist with marketing and operational automations • Monitor campaign performance and identify improvement opportunities • Leverage AI tools and modern technology for content creation, research, reporting, scheduling, administration and workflow automation • Explore and adopt tools, systems and processes to improve productivity and workflow management • Review and refine AI-generated content for accuracy, quality, confidentiality and brand consistency • Apply judgment when using AI tools and balance automation with human oversight • Support outreach and follow-ups with buyers, retail partners, clients and potential collaborators • Maintain contact databases, CRM records and sales trackers • Prepare and organize presentations, proposals, line sheets and business materials • Coordinate with sales and wholesale partners • Support founder brand activities, including LinkedIn, Substack, speaking engagements, website updates and content scheduling • Track partnership, press, business development and visibility opportunities • Track production updates, samples, shipments, delivery timelines and supplier communications • Support sample and inventory records, order fulfillment coordination and returns • Coordinate appointments, fittings, pulls and showroom-related activities • Eventually work alongside an in-person showroom assistant in New York to ensure communication and follow-through

🎯 Requirements

• Minimum 4 years of experience as a Senior Virtual Assistant, Executive Assistant, Operations Assistant or similar role • Excellent written and spoken English • Strong organizational and time-management skills • Initiative, accountability and attention to detail • Ability to manage multiple priorities independently • Good judgment, discretion and problem-solving skills • Strong follow-through and proactive communication • Experience working with a founder, entrepreneur or growing business • Confidence using Shopify, productivity tools, project management systems and social media platforms • Strong creative instincts and a keen eye for design, typography, and visual presentation • Ability to independently create, edit, and adapt high-quality digital content using existing brand guidelines and assets • Willingness to learn new tools, systems and processes • Strong proficiency in Canva, including templates, brand kits, layouts and advanced design features • Experience with Adobe Photoshop or other Adobe Creative Cloud applications is advantageous but not mandatory • Experience with GoHighLevel (GHL), particularly for CRM management, email campaigns, workflows, funnels, social scheduling and analytics, is highly desirable • Experience with Klaviyo, Mailchimp or similar platforms is useful • Comfortable using modern AI tools and technology • Experience with ChatGPT, Canva AI, AI-assisted content and video editing, automation platforms and modern productivity systems is advantageous

🏖️ Benefits

• Competitive salary • Opportunity to shape the HR function of a rapidly growing BPO • Work closely with a team of industry leaders who have successfully scaled BPOs in the past • Career growth and development opportunities

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