Virtual Assistant

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: TYPE OF WORK

Part Time

: SALARY

$10/hour

: HOURS PER WEEK

15

: DATE UPDATED

Aug 3, 2026

JOB OVERVIEW

## The Role

This is an administrative role at its core. We need someone who runs the unglamorous half of a startup exceptionally well — filings, payroll, records, customer emails, systems — so the founder can spend time on product and growth.

The best person for this job finds it satisfying to make a messy company legible. You like checklists. You notice when a deadline is thirty days out. You'd rather spend twenty minutes finding the answer than five minutes asking for it.

---

## What You'll Own

### Founder Support & Admin

- **Inbox.** Triage yours & the founder's email, draft replies, flag what matters, make sure nothing goes unanswered.
- **Calendar.** Schedule across time zones, prep materials before meetings, capture notes and action items after.
- **Records.** Receipts, invoices, vendor payments, expense categorization, order and inventory logs.
- **Logistics.** Travel booking, shipment tracking, event coordination, sample and gifting fulfillment.
- **Whatever comes up.** Sourcing a supplier, chasing a late delivery, finding the right embroidery shop in New York.

### Business Administration & Compliance Coordination

You keep the calendar and the paperwork. You route, track, and make sure nothing lapses.

- Run payroll on schedule in [Gusto]: verify hours, process contractor invoices, keep records clean
- Maintain the compliance calendar: Delaware franchise tax and annual report, New York biennial statement, registered agent renewals, insurance renewals, federal and state filing deadlines
- Prepare 1099s and W-2s in coordination with our accountant
- Track state registrations as we grow — foreign qualification, sales tax, workers' compensation
- Keep the document vault current: formation documents, EIN letter, licenses, certificates of insurance, signed contracts
- Flag anything that looks like it needs a professional. Early.

### Systems & Documentation

- Own our Notion workspace as the single source of truth
- Write an SOP for anything we do more than twice
- Maintain trackers: inventory, vendors, partnerships, gifting, content, customers
- **Improve the structure, don't just maintain it.** We expect Notion to be meaningfully better 2-3 months from now because of you.

### Customer Support

- Own the support inbox — order issues, shipping, returns, product questions
- Respond in Alya's voice within [24 hours]
- Log recurring issues, build a macro and FAQ library, and tell us what to fix upstream

### Research & Ad Hoc

- Vendor sourcing, competitive research, regulatory questions, partnership targets
- Use Google, Claude, and primary sources — we expect you to work with AI tools daily
- Deliver a short memo: the answer, your recommendation, and your sources
- **Verify before you hand it over.** Never send us AI output you haven't checked, especially anything involving numbers, deadlines, or regulations.

### Content Support

The minority of the role, but a real part of it.

- Light editing of short-form vertical video in CapCut from footage we provide
- Schedule and publish to Instagram, TikTok, and Substack
- Build and schedule Klaviyo emails and SMS from copy we provide
- Keep the content calendar current

---

## Who You Are

- **Nothing gets dropped.** You track your own commitments and don't need reminders.
- **You find bureaucracy satisfying** rather than tedious. Filing deadlines, forms, and records are the job, not an annoyance in it.
- **You're resourceful.** Your instinct is to figure it out, then confirm — not to ask first.
- **You're AI-fluent and skeptical.** You use Claude or similar every day, and you check what it tells you.
- **You write clearly.** You'll be replying to customers and drafting on the founder's behalf.
- **You're discreet.** You'll have access to payroll, banking, and personal information.
- **You can edit basic short-form video** and schedule social posts without hand-holding.

## Tools

**You should already know:** Google Workspace · Notion · basic short-form video editing (CapCut) · Claude or ChatGPT
**You'll pick up quickly:** Gusto or Rippling, Shopify, Klaviyo, Canva

## Bonus

- Prior EA, chief of staff, or business operations experience at a startup
- Bookkeeping or QuickBooks familiarity
- Experience administering payroll or state business filings
- CPG, food and beverage, or DTC background

SKILL REQUIREMENT

Administrative Management Operation Management Regulatory Compliance

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Virtual Assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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