Part-time Executive Assistant at RecruitMyMom

Job Description

• This is a remote position.
• A rapidly growing e-commerce organisation specialising in high-volume retail is seeking a proactive, technologically advanced Virtual Executive Assistant for 4 hours per day. This part-time, asynchronous remote role, operating as an independent contractor, serves as the founder's central operational hub, directly supporting strategic expansion. The successful contractor will help the founder step back from daily administrative workflows by overseeing system adherence, managing B2B lead pipelines, and driving operational efficiency. This position requires an autonomous professional and critical thinker who can confidently challenge assumptions and leverage advanced AI to automate manual business processes.

Key Responsibilities

• Inbox & Diary Optimisation: Manage executive email accounts and complex calendars, ensuring a maximum two-hour turnaround time on crucial business inquiries to maximise B2B conversion rates.
• Process Automation & AI Workflow Support: Proactively identify manual administrative bottlenecks and utilise AI tools (such as ChatGPT and Claude) to build automations, generate social media assets, and streamline operational outputs.
• Project & SOP Oversight: Monitor team compliance with established Standard Operating Procedures (SOPs) within ClickUp, tracking project deliverables and maintaining operational momentum.
• B2B Lead & CRM Management: Field initial B2B corporate inquiries manually and actively assist the founder in selecting, structuring, and implementing a formal corporate CRM system.
• Logistics & Expansion Coordination: Assist with the administrative, research, and logistical frameworks required to support the organisation’s ongoing market entry into the United Kingdom.
• Financial & General Administration: Prepare cross-border payments, manage routine administrative records, and facilitate smooth communication with external specialised marketing and logistics agencies.

Requirements

• Minimum of 3–5 years of experience as an Executive Assistant or a similar remote administrative role supporting business founders or C-suite executives.
• Exceptional independent problem-solving capabilities with a proven track record of working autonomously as a contractor without rigid day-to-day supervision.
• Strong commercial acumen with a professional, solution-oriented approach to customer relations and B2B communication.
• High emotional intelligence and a confident, analytical mindset, comfortable with direct, transparent feedback and constructive debate.
• Fully equipped, highly reliable professional home office infrastructure (secure workspace, high-speed fibre internet, and backup power alternatives)
• Prior professional experience working within the global e-commerce, Amazon Seller Central, or digital retail sectors.
• Practical exposure to choosing or establishing a CRM database from the ground up.

Required Software Skills

• Advanced workflow mastery of ClickUp (task management, tracking, dashboards).
• Proficient operational familiarity with generative AI platforms (Claude, ChatGPT, or similar LLMs).
• Google Workspace (Gmail, Drive, Docs, Sheets, Calendar).