Executive Operations Assistant

Job Summary:
We're excited to take on a highly detail-oriented Operations & Administrative Virtual Assistant to back the daily operations of a growing custom apparel business. The position sits at the heart of order intake, production tracking, and client records — where fabrics, shipments, forms, and invoices are all moving at once and accuracy carries real financial weight. We want someone who works on their own initiative, catches problems before they surface, and simply gets things done.

Key Responsibilities:

• Fill in detailed client and production forms with complete accuracy
• Back production workflows from order intake through to final delivery
• Track incoming and outgoing materials, shipments, and inventory
• Refresh CRM and project boards with client information, orders, shipments, and production status
• Hold records accurate, complete, and current across every internal system
• Enter invoices and basic financial data, and track payments, follow-ups, and outstanding balances
• Look after the calendar, book meetings, and hold deadlines on track
• Keep an eye on the inbox, draft replies, send reminders, and see to client follow-ups
• Hold team to-do lists tidy so nothing falls through
• Call out workflow gaps and settle issues proactively
• Pitch in on e-commerce order updates as required

Mandatory Skills:

• Exceptional attention to detail — able to catch errors before they turn expensive
• Proven track record in administrative and operations support
• Strong organizational skills with the ability to carry several moving parts side by side
• Comfortable with data entry and CRM or project-management tools
• Excellent written and verbal English communication skills
• Quick study with strong common sense and sound judgment
• Dependable, precise, and able to work on your own initiative without constant instruction

Preferred Skills:

• Time spent with Monday.com or a similar CRM/project-management platform
• QuickBooks Online time, taking in invoicing and basic financial data entry
• Grounding in inventory, order tracking, or logistics coordination
• Familiarity with Shopify order management
• Earlier time backing a fashion, apparel, retail, or production-based business
• History of working with US-based businesses
• Capacity to carry several projects side by side

Why Join Us:
The position comes with a real growth path — it opens with a defined scope by design, and the aim is to broaden it for the right person as they prove capable. You won't be handed filler work: every form, shipment, and record you touch feeds straight into production and client satisfaction. We prize initiative and ownership, and you'll be trusted to run your own workflows rather than wait for instructions.