Executive Assistant for a Retail Company in the US (Home Based Full Time

Virtual Assistant

The client is a well-established legacy retail company with over five decades of business operations. They maintain a diversified business model with multiple revenue streams, spanning physical retail stores, a thriving e-commerce platform, and an active wholesale division.

• Email & Inbox Management – Manage VP's email inbox and oversee retail store inboxes connected to his team; implement systems for inbox organization and prioritization

• Calendar & Schedule Management – Coordinate VP's calendar, schedule meetings, and ensure optimal time allocation

• Task & Project Management – Build and maintain an organized to-do list system; create scalable processes for task management (working with Asana when applicable or designing custom systems that fit Matt's workflow)

• Administrative Support – Provide one-off project support and general admin across the digital team as needed

• Email Drafting & Communication – Draft professional emails on VP's behalf to vendors and internal team members; respond to communications with judgment about what requires VP's direct input

• Process Development – Design and implement systems that work long-term; identify workflow efficiencies and build solutions that stick

• Executive Assistant Experience – Proven experience working directly with C-suite executives (ideally 2+ years with same executive for continuity and trust-building)

• Proactive & Anticipatory – Ability to identify next steps before being asked; strong judgment about priorities

• Communication Skills – Professional, concise writing and communication; ability to draft emails at ~95% quality requiring minimal revision

• Email & Calendar Proficiency – Expert-level management of email systems and calendar coordination

• AI Tool Fluency – Comfortable and skilled with AI tools (ChatGPT, etc.) for drafting, contract review, and workflow automation

• English Communication – Fluent English (verbal and written)

• Long-Term Engagement Track Record – History of multi-year engagements with executives (demonstrates stability and commitment)

• Retail or E-commerce Background – Experience in retail, e-commerce, or wholesale industries

• Content Creation Skills – Experience with Linked In, social media management (content creation)

• Contract Review & Legal Literacy – Familiarity with contract language and ability to flag key terms

• Asana Experience – Familiarity with Asana or similar project management tools (or ability to learn quickly)

Please only apply for this role if you have the following home office requirements:

• Perfectly working headset and webcam
• Stable internet connection of at least 25 Mbps ~ 50 Mbps
• Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later
• Quiet room with no distractions or background noises
• A backup plan if the power goes out or if your internet connection becomes unstable during your shift