Chief of Staff/Executive Assistant

Chief of Staff/Executive Assistant - Freelance, Remote

Department: Support & Leadership

Employment Type: Full Time

Location: Philippines

Reporting To: Client via Magic

Compensation: $7.00 / hour

Description
About the Client
An e-commerce brand consolidator that acquires and scales beautiful, multi-channel consumer brands across Shopify, retail, and Amazon. Led by experienced founders and operators with multiple exits and top-tier credentials, they specialize in turning complex situations into durable growth. They partner with visionary entrepreneurs to accelerate adoption and build lasting brands.

Why does this role exist?
As the portfolio scales, the Brand Manager (CEO of a brand) needs a Chief of Staff to own operations, scheduling, and cross-functional execution so leadership can focus on high-level growth. This role turns strategy into organized, on-time delivery across logistics, finance/admin, customer experience, and creative workflows—removing bottlenecks, closing loops, and keeping the operating cadence tight. The goal is to create leverage for the Brand Manager by proactively handling day-to-day tasks and ensuring initiatives move from plan to done.

The Impact you'll make Operations & Logistics

• Manage relationships with 3PL partners; oversee shipments, restocks, and freight coordination
• Track inventory levels, complete monthly inventory inputs, and reconcile data with 3PL reports
• Create, manage, and revise Purchase Orders (POs) for customers and 3PL; liaise on order statuses
• Ship products via Shopify and ensure order accuracy and timely fulfillment

Executive Enablement & Program Management

• Own the Brand Manager's calendar, priorities, meeting prep, and follow-ups
• Set up one-to-one meetings with direct reports and coordinate cross-functional meetings
• Translate goals into tasks/timelines in Notion or a task tool; monitor progress and surface blockers
• Provide weekly operational updates and KPI snapshots to keep leadership informed

Finance, Admin & Information Management

• Create, manage, and revise customer invoices; follow up on late payments
• Complete vendor onboarding docs: credit apps, engagement letters, CC and insurance forms
• Maintain Google Drive and Notion with proper naming conventions and organized folders
• Handle one-off research, supplier communication, and general administrative support

Customer Experience & Product Operations

• Monitor Instagram comments/DMs; triage, reply or escalate; re-post tagged stories
• Manage product complaint intake; summarize issues and produce Product → Solution reports
• Run product surveys, collate insights, and recommend CX/product improvements
• Help cultivate a community for high-LTV customers to delight and surprise them

Creative & Content Coordination

• Source/coordinate UGC and track creative flow across stakeholders
• Create simple mockups and assets using AI/design tools; update pamphlets, sell sheets, and marketing materials
• Research topics for blog/content; prepare briefs for collaborators
• Maintain content libraries so brand assets remain current and accessible

Skills, Knowledge and Expertise Required:

• Shopify admin experience (order processing, shipping, basic catalog/admin tasks)
• Hands-on experience with task management tools (e.g., Notion, Asana, Trello)
• Proven operations/logistics support, including 3PL coordination, inventory tracking, POs, and invoicing
• Excellent written and spoken English; confident communicator with suppliers, partners, and customers
• Ability to work Monday–Friday, 8:00 AM–5:00 PM Eastern Time (40 hours/week)
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

Your Superpowers:

• Extreme organization, prioritization, and multitasking; you bring order to moving parts
• Proactive ownership: you fill in gaps, anticipate needs, and close loops without hand-holding
• Strong administrative and communication skills; crisp documentation and follow-through
• Google Workspace (Drive, Sheets, Docs, Calendar) and Slack proficiency
• Information management (file taxonomy, naming conventions) and basic accounting admin (invoices, payment follow-up)
• Social moderation (Instagram) and content coordination; familiarity with AI content tools/Canva is a plus

You should apply if…

• You thrive in fast-paced, scaling environments and love turning strategy into action
• You're comfortable with ambiguity, escalate blockers early, and take pride in getting things done
• You enjoy wearing many hats—from logistics and admin to CX and light creative coordination
• You care about details, communicate clearly, and keep leaders focused on the highest-value work

What to expect...

Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 40 hours per week
• Monday - Friday: 8:00 am - 5:00 pm (Eatern Time)

Compensation:

• $7 per hour
• No benefits package included

Benefits

---