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Operations & Executive Support Virtual Assistant (Retail + Logistics + Admin)
2 weeks ago
Key Responsibilities 1) Executive & Admin Support ● Provide day-to-day support to the Managing Director with fast-turnaround admin tasks ● Manage follow-ups, task tracking, and general coordination to keep priorities moving ● Draft and manage supplier/customer communications via email ● Maintain organized records, spreadsheets, and documentation 2) Inventory & Supply Ordering Coordination ● Track basic stock levels using spreadsheets and internal notes ● Prepare and coordinate bulk supply orders (often placed every ~6 months) ● Request quotes, confirm quantities, coordinate with suppliers and shipping partners ● Keep the Managing Director informed with clear summaries and decision points 3) Delivery Admin Coordination ● Daily/near-daily review of delivery jobs in the delivery system (admin prep, not people management) ● "Tidy" the manifest: check job readiness, remove items not ready, flag exceptions ● Handle payment checks: ○ Trigger automated payment request messages when no payment method is on file ○ Charge payments when a payment method exists ● Prepare the final organized run sheet/manifest for review and handoff to local execution 4) Light Finance & Payroll Admin ● Upload invoices into Xero ● Assist with basic reconciliations and cross-checking transactions ● Support payroll preparation through: ○ Collecting timesheets/log sheets ○ Data collation and validation ○ Preparing summaries for approval (not final payroll processing) Tools & Systems (Preferred)
- Xero (strong plus)
- Google Workspace (Docs/Sheets/Drive) or Excel-level spreadsheet ability
- Email-based coordination (high volume, fast pace)
- Comfort learning internal systems (POS and delivery platform training provided)
- Strong administrative background with excellent attention to detail
- Confident with spreadsheets, cross-checking, and "numbers hygiene"
- Reliable, proactive communicator (quick acknowledgements + clear updates)
- Able to manage a wide variety of tasks and switch contexts smoothly
- Learns systems quickly and executes consistently
- Comfortable working in a premium service environment where responsiveness matters
- Deliveries are prepped cleanly with minimal exceptions and clear flags
- Supplies/orders are coordinated smoothly with accurate quantities and timelines
- Finance admin stays current (invoices uploaded, reconciliations supported)
- Managing Director regains time for strategic work and growth initiatives
- Strong continuity through the February transition period
Why Join Assist World?
100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly r We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
