About this role
Overview: We are seeking a highly organized, proactive, and detail-oriented Virtual Assistant to support a growing creative business owner across two ventures:
A premium lapel pin & accessories business
A small design agency
This role is ideal for someone who thrives in structured environments, enjoys bringing order to creative chaos, and can independently manage systems, communication, and admin operations.
Key Responsibilities Project Management (CORE)
Manage and maintain workflows in monday.com
Create and update projects based on incoming emails (e.g., purchase orders)
Assign and track action items
Tag and communicate updates to the founder
Ensure all tasks are organized, updated, and completed
Provide weekly project updates/reporting
Inbox & Calendar Management
Monitor inbox and respond on behalf of the founder
Be CC’d into emails and proactively respond when needed
Manage calendar scheduling and confirmations
Ensure nothing slips through the cracks
Customer & Client Communication
Respond to website/customer queries via Shopify inbox/chat
Follow up with clients (especially wholesale orders needing nudges)
Maintain strong, professional communication tone
Admin & Operations Support
Assist with expense tracking using Google Sheets
Log and categorize expenses monthly
Help prepare financial data for accountant (light bookkeeping only)
Maintain organized systems across both businesses
General Support
Assist across both businesses as needed (pin business + design agency)
Help implement systems and improve workflows
Support scaling efforts through better organization
Requirements Must-Have:
Experience with project management tools (Monday.com preferred)
Strong admin + organizational skills
Excellent written English (client-facing role)
Customer service experience
Ability to work independently and proactively
Comfortable working with Google Workspace (Sheets, Gmail, Calendar)
Nice-to-Have:
Light bookkeeping / expense tracking experience
Ecommerce experience (Shopify)
Experience supporting founders or small businesses