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