Executive Assistant and Operations Partner (E-Commerce)

We are looking for an Executive Assistant and Operations Manager to work closely with the Founder of a rapidly growing E-Commerce company. This is not your traditional EA role, you’ll be a trusted partner, enabling the Founder to focus on strategic growth while you keep the business running smoothly

Work Hours: 20-40 hours/week (part-time and can transition into full-time); EU working hours
Work Set-Up: Remote (PH-based); Independent Contractor
Salary: $800-$1600

Role Responsibilities:

Founder Support & Operations

• Manage the Founder’s inbox, calendar, and priorities to ensure smooth daily operations.
• Schedule and coordinate projects, meetings, and high-priority initiatives.
• Build and maintain SOPs from Loom recordings for repeatable processes.
• Prepare weekly and monthly business reports to track performance and progress.
• Manage Google Sheets dashboards for key metrics and operational oversight.
• Coordinate financial processes, including expense tracking and budget monitoring.
• Conduct daily sync calls and provide clear weekly reporting.

Project Management

• Coordinate and track projects across multiple brands and teams.
• Ensure deadlines, deliverables, and responsibilities are clear and met.
• Translate high-level objectives into actionable timelines and measurable outcomes.
• Drive accountability and progress, reporting obstacles before they escalate.
• Take ownership of project momentum—even when priorities shift.

Systems & Process Management

• Create, refine, and document internal workflows to improve efficiency.
• Manage recurring task boards in Notion, Trello, or similar tools.
• Spot bottlenecks early and implement effective solutions.
• Continuously optimize systems to enhance productivity and clarity.

Partnerships & Growth Support

• Support and coordinate influencer, affiliate, and B2B partnerships.
• Manage communications with external partners and ensure timely execution of initiatives.
• Track results and provide actionable insights to drive growth.

Personal Assistance & Logistics

• Handle personal scheduling and travel arrangements.
• Manage ad hoc tasks, research, and special projects as needed.

Role Requirements:

• 5+ years of experience as an Executive Assistant or Operations Manager supporting an e-commerce founder or CEO.
• Proven expertise in operations and project management, with the ability to set up systems from scratch.
• Exceptionally proactive, structured, and solution-oriented, you thrive on creating order from chaos.
• Excellent written communication and follow-through, you summarize, document, and close loops without being prompted.
• Confident decision-maker who knows when to act independently and when to escalate.
• Advanced Google Sheets skills (dashboards, reporting, automation).
• Experience with Loom, Slack, and at least one project management tool (Notion, Trello, Airtable, Asana).
• Fluent in written and spoken English.
• Strong experience with travel planning and logistics management.

Nice to Have: 

• Experience with Shopify and/or e-commerce marketplaces (Amazon, Bol.com).
• Familiarity with financial coordination (invoices, expense tracking, reporting).
• Experience managing affiliate, influencer, or B2B partnerships.
• Familiarity with productivity tools (Superhuman, Akiflow, Raycast, etc.).

Recruitment Process:

• Initial Interview with HR
• Client Interview
• Offer and Onboarding