Executive Assistant for a Retail Company in the US (Home Based Full Time)

Virtual Assistant

The client is a well-established legacy retail company with over five decades of business operations. They maintain a diversified business model with multiple revenue streams, spanning physical retail stores, a thriving e-commerce platform, and an active wholesale division.

Email & Inbox Management Manage VP's email inbox and oversee retail store inboxes connected to his team; implement systems for inbox organization and prioritization

Calendar & Schedule Management Coordinate VP's calendar, schedule meetings, and ensure optimal time allocation

Task & Project Management Build and maintain an organized to-do list system; create scalable processes for task management (working with Asana when applicable or designing custom systems that fit Matt's workflow)

Administrative Support Provide one-off project support and general admin across the digital team as needed

Email Drafting & Communication Draft professional emails on VP's behalf to vendors and internal team members; respond to communications with judgment about what requires VP's direct input

Process Development Design and implement systems that work long-term; identify workflow efficiencies and build solutions that stick

Executive Assistant Experience Proven experience working directly with C-suite executives (ideally 2+ years with same executive for continuity and trust-building)

Proactive & Anticipatory Ability to identify next steps before being asked; strong judgment about priorities

Communication Skills Professional, concise writing and communication; ability to draft emails at ~95% quality requiring minimal revision

Email & Calendar Proficiency Expert-level management of email systems and calendar coordination

AI Tool Fluency Comfortable and skilled with AI tools (ChatGPT, etc.) for drafting, contract review, and workflow automation

English Communication Fluent English (verbal and written)

Long-Term Engagement Track Record History of multi-year engagements with executives (demonstrates stability and commitment)

Retail or E-commerce Background Experience in retail, e-commerce, or wholesale industries

Content Creation Skills Experience with LinkedIn, social media management (content creation)

Contract Review & Legal Literacy Familiarity with contract language and ability to flag key terms

Asana Experience Familiarity with Asana or similar project management tools (or ability to learn quickly)

Please only apply for this role if you have the following home office requirements:

• Perfectly working headset and webcam
• Stable internet connection of at least 25 Mbps ~ 50 Mbps
• Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later
• Quiet room with no distractions or background noises
• A backup plan if the power goes out or if your internet connection becomes unstable during your shift