Virtual Assistant

# Virtual Assistant – Executive, Purchasing, Data Analysis, and Operations Support

## About the Role

We are seeking a dependable, resourceful, analytical, and adaptable Virtual Assistant to support our company executives and assist with a wide range of administrative, purchasing, customer service, data analysis, e-commerce, and operational responsibilities.

This is a broad and evolving support position. It is **not limited to data entry, purchasing, customer service, or any single function**. The person hired must be comfortable taking on different assignments as business needs change and learning new processes, systems, and responsibilities over time.

The ideal candidate is highly organized, communicates professionally, works confidently with data, follows through on assignments, and takes ownership of tasks from beginning to completion.

## Primary Responsibilities

Responsibilities may include, but are not limited to:

### Executive and Administrative Support

* Work directly with company executives and ownership on a variety of administrative and operational assignments
* Draft and prepare professional emails, follow-up messages, summaries, and other business communications
* Follow up with customers, vendors, employees, and other business contacts
* Track open items, deadlines, commitments, and requested information
* Communicate primarily by email, with occasional phone communication when necessary
* Maintain organized records, task lists, spreadsheets, and supporting documentation
* Assist with research, scheduling, document preparation, and other executive support tasks

### Purchasing and Vendor Coordination

* Track purchase orders from issuance through confirmation, shipment, receipt, and invoicing
* Obtain and review vendor order confirmations
* Identify and help resolve discrepancies between purchase orders and vendor confirmations
* Investigate discrepancies involving quantities, pricing, products, freight, warehouse receipts, and vendor invoices
* Follow up with vendors regarding delayed, incomplete, incorrect, or backordered shipments
* Coordinate and track drop-ship orders
* Maintain purchasing records and status reports
* Escalate unresolved issues to management and continue following up until they are resolved

### Data Analysis and Spreadsheet Management

* Independently organize, review, and analyze company data using Google Sheets and/or Microsoft Excel
* Analyze sales history, customer purchasing patterns, inventory levels, product demand, purchasing activity, pricing, and other operational data
* Identify trends, exceptions, discrepancies, risks, and opportunities without requiring step-by-step direction
* Help estimate future product demand based on historical sales, inventory movement, seasonality, open orders, and other available information
* Identify slow-moving inventory, potential stock shortages, unusual changes in demand, and products requiring management attention
* Prepare summaries and recommendations based on the analysis performed
* Create and maintain spreadsheets, reports, dashboards, trackers, and data models for management review
* Reconcile information from multiple reports or systems and investigate inconsistencies
* Clean, standardize, categorize, and validate data before analysis
* Use spreadsheet features such as formulas, filters, sorting, conditional formatting, pivot tables, charts, lookup functions, and data validation
* Present findings in a clear, organized, and business-focused format

The selected candidate should be comfortable receiving a business question such as, “Which products may need to be reordered?” or “Which customers have reduced their purchases?” and independently determining how to analyze the available data and present a useful answer.

### Data Entry and Record Maintenance

* Perform accurate manual data entry as needed
* Update customer quotes, pricing, product information, purchasing records, and other company data
* Review information for accuracy and completeness before entering or updating it
* Maintain organized electronic files and supporting records
* Assist with data cleanup and reconciliation projects

### ERP, Shopify, Customer, and Product Management

* Create and maintain customer accounts in the company’s ERP system and Shopify
* Update customer information, contacts, pricing, terms, delivery details, and account settings
* Set up and maintain products, descriptions, pricing, images, categories, and related information
* Help ensure that information remains consistent between internal systems
* Support sales team / customers with account setup, website navigation, and other basic account-related questions
* Assist with ongoing ERP and e-commerce projects as assigned

### Lead Generation and Qualification

* Research potential customers and business opportunities
* Build and maintain organized prospect lists
* Verify contact and company information
* Conduct initial outreach or follow-up when assigned
* Help determine whether prospective customers meet established qualification criteria
* Document outreach activity and next steps
* Provide qualified opportunities to the appropriate company representative

### Website, Marketing, and Content Support

* Assist with Shopify website management and product maintenance
* Update website content, product listings, images, collections, and other information
* Help identify outdated, missing, or inaccurate website content
* Assist with basic social media management and content preparation
* Support the preparation, organization, and publishing of company content
* Coordinate with management on website, marketing, and promotional projects

### Reporting and Operational Support

* Prepare spreadsheets, trackers, summaries, dashboards, and recurring reports
* Gather information from different systems and organize it for management review
* Monitor the status of assigned projects and provide timely updates
* Assist with process documentation and the development of internal procedures
* Identify missing information, inconsistencies, and items requiring management attention
* Provide additional administrative and operational assistance as required

## Evolving Scope of the Position

Our company is growing, and the responsibilities of this position will evolve over time. The successful candidate must be willing to assist with new assignments that may not be specifically listed in this posting.

The duties above are examples of the type of work involved and are **not an exhaustive or fixed list of responsibilities**. The employee may be asked to support other reasonable administrative, analytical, customer service, purchasing, sales, marketing, e-commerce, technology, or operational activities based on the needs of the business.

Applicants looking for a narrowly defined role limited to one type of task, such as data entry only, may not be a good fit for this position.

## Required Qualifications

* Strong written and spoken English
* Professional and courteous business communication skills
* Strong proficiency in Google Sheets and Microsoft Excel
* Ability to independently analyze sales, inventory, purchasing, demand, customer, and operational data
* Ability to convert raw data into clear findings, reports, and actionable recommendations
* Experience using spreadsheet formulas, filters, pivot tables, charts, conditional formatting, and lookup functions
* Excellent attention to detail and data accuracy
* Strong numerical, analytical, and problem-solving skills
* Strong organizational and follow-up skills
* Ability to manage multiple assignments and changing priorities
* Comfortable communicating with customers and vendors by email
* Willing and able to make occasional business phone calls
* Ability to learn unfamiliar systems and procedures
* Reliable internet connection and a suitable remote work environment
* Ability to work independently, ask appropriate questions, and provide regular status updates
* Willingness to take ownership of assignments and follow through until completion

## Preferred Qualifications

Experience with any of the following is helpful but not required:

* Executive or administrative assistance
* Purchasing, procurement, or vendor coordination
* Inventory analysis, demand planning, or sales analysis
* Customer service or account management
* Shopify or another e-commerce platform
* ERP, inventory, accounting, or order-management systems
* Product maintenance or catalog management
* Lead generation and prospect research
* Spreadsheet reporting, dashboards, and data reconciliation
* Social media or basic content management
* Working remotely with a U.S.-based company

## Work Schedule

This position requires a schedule that partially overlaps with U.S. Central Time.

The selected candidate must be available to work through at least **12:00 PM noon U.S. Central Time**, which is generally:

* **1:00 AM Philippine Time the following day while the United States observes daylight saving time**
* **2:00 AM Philippine Time the following day during U.S. standard time**

Applicants must be comfortable consistently working the required evening and overnight Philippine schedule. The exact starting time and total daily working hours will be discussed based on the company’s needs.

## What We Are Looking For

We are looking for someone who:

* Is flexible and willing to help wherever needed
* Can independently analyze information instead of waiting for step-by-step instructions
* Is comfortable working with large spreadsheets and detailed business data
* Can identify trends, discrepancies, and potential problems
* Does not wait to be reminded about every follow-up
* Notices discrepancies and raises questions instead of ignoring them
* Communicates clearly when a task is completed, delayed, or blocked
* Can follow written procedures while also applying good judgment
* Is comfortable with responsibilities changing as the company grows
* Wants to become a trusted, long-ter ---------- mber of the team

## How to Apply

Please include the following with your application:

1. A brief introduction explaining why you are interested in this position
2. A summary of your relevant experience
3. The business systems and software you have previously used
4. A description of your experience with Google Sheets and Microsoft Excel
5. Examples of formulas, spreadsheet tools, reports, dashboards, or analyses you have created
6. A description of a situation in which you independently analyzed data and provided a recommendation
7. Your availability in both Philippine Time and U.S. Central Time
8. Confirmation that you are comfortable working through at least 12:00 PM noon U.S. Central Time
9. A description of a situation in which you identified and resolved an error or discrepancy
10. Your expected compensation
11. The phrase **“Flexible Operations Assistant”** at the beginning of your application so we know you reviewed the full posting