Executive Assistant (Remote)

About the Role

We are seeking a proactive, detail-oriented, and highly organized Executive Assistant to support a growing jewelry business. This role is ideal for someone who enjoys wearing multiple hats and can confidently manage administrative tasks, customer communication, research, content creation, and project coordination.

The ideal candidate is resourceful, tech-savvy, and able to work independently while keeping projects organized and moving forward.

Key Responsibilities

Executive & Administrative Support

• Manage client CRM and follow up with leads and existing clients.

• Perform general administrative tasks, including:

  • Creating invoices
  • Managing QuickBooks entries
  • Booking flights, hotels, and travel arrangements

• Manage executive email inbox and respond to routine correspondence.

• Schedule appointments and send confirmations and follow-up communications via email and text.

• Maintain and update client contact lists.

• Coordinate holiday cards, birthday cards, anniversary gifts, and other client appreciation initiatives.

Website & E-commerce Support

• Update products and pricing on Square and Shopify.
• Upload new products and maintain accurate inventory information.
• Assist with website updates as needed.

Research

• Conduct market research on competitors.
• Research pricing trends and product pricing.
• Present findings in an organized format.

Marketing & Content Creation

• Create marketing materials using Canva.

• Update jewelry appraisal documents by:

  • Changing dates
  • Updating daily gold prices
  • Applying basic formatting

• Create educational content about jewelry, including topics such as:

  • Jewelry care
  • Best practices for wearing jewelry
  • Style tips

• Repurpose content into:

  • Instagram carousels
  • Downloadable PDFs
  • Presentation materials

• Create and distribute email newsletters.

Online Business Management

• Manage Google Business Profile:

  • Upload photos
  • Create posts
  • Respond to customer reviews and comments

• Respond to customer inquiries received through:

  • Yelp
  • Email
  • Social media platforms

Project Coordination

• Create shipping labels for clients and vendors.
• Track ongoing projects.
• Follow up with contractors to ensure deadlines are met.

Technical Skills & Tools

• Proficiency in Microsoft Office and Google Workspace (G Suite).
• Experience with Canva for creating marketing and presentation materials.
• Working knowledge of QuickBooks for invoicing and basic bookkeeping.
• Experience using Square and Shopify to manage products, pricing, and inventory.
• Tech-savvy with the ability to quickly learn new software and digital tools.

Qualifications

• Previous experience as an Executive Assistant or Administrative Assistant.
• Excellent written and verbal English communication skills.
• Strong organizational and time management skills.
• Highly detail-oriented with the ability to multitask.
• Able to work independently with minimal supervision.
• Comfortable learning new software and systems.