Executive & Admin Assistant

About the Company

The client is a wholesale importer and exporter of ingredients. The business operates with a lean but established team, including existing VA support across specialised functions. This role reports directly to the company owner and supports him personally with day-to-day operations, organisation, and communication management.

 

About the Role

We’re looking for a reliable, organised, and tech-savvy executive and admin assistant to work closely with the owner. This is a part-time starting role (20 hours/week) with the expectation of growing to full-time as trust is established. You’ll be the person who keeps the small things from slipping through the cracks — freeing the owner to stay focused on higher-level priorities.

 

Key Responsibilities

From day one

•       Perform daily/weekly checks to confirm automations and data imports are running correctly; log and flag any issues

•       Apply routine website content updates (copy-paste level; custom PHP/HTML backend — no coding required)

•       Check and maintain marketing material stock levels across warehouse and office locations via phone/email

•       Serve as a communication liaison — checking in with internal team members on behalf of the owner and relaying anything that needs his attention

•       Handle general admin tasks as assigned (Google Workspace — Docs, Sheets, Gmail)

 

As trust develops

•       Manage the general company inbox (info@) — sorting, forwarding to relevant departments, and sending holding/clarification replies where needed

•       Act as a first filter for inbound inquiries, distinguishing buy-side vs sell-side contacts and routing accordingly

•       Support calendar management for the owner

 

What We’re Looking For

•       Strong attention to detail — this role is all about consistency and follow-through

•       Comfortable working independently with minimal hand-holding

•       Tech-savvy; comfortable with Google Workspace and confident learning new tools

•       Basic familiarity with HTML is a plus (not required, but handy)

•       Good written English for professional email correspondence

•       Reliable availability during EST business hours (approx. 9am start)

•       Long-term mindset — the owner values loyalty and stability over short engagements

 

Nice to Have

•       Experience supporting a senior executive or business owner

•       Familiarity with AI tools or automation workflows (Zapier, Make, etc.)

•       Prior experience in e-commerce, wholesale, or import/export environments

 

Working Details

Hours: 20 hrs/week (part-time start, with path to full-time 40 hrs)

Time zone: EST — approx. 9am start (TBC)

Location: Fully remote