Virtual Executive Assistant

We are a growing startup in the aesthetics and beauty industry, partnering with multiple premium brands. We’re looking for a reliable, detail-oriented Virtual Assistant to support our sales operations and help us scale efficiently.
Position Details
• Rate: $5-6 per hour (based on experience)
• Hours: 20-30 hours per week to start, with potential to grow to full-time
• Schedule: Must be available during US business hours (please specify your timezone and availability)
• Type: Long-term position for the right candidate
Primary Responsibilities
Order Management (40% of role)
• Process orders with multiple brand partners (each has different systems/portals)
• Track order status and ensure timely fulfillment
• Communicate with brand partners regarding order issues or questions
• Maintain accurate order records
Lead & Account Management (30% of role)
• Schedule meetings with incoming leads
• Send follow-up emails to prospects and existing accounts
• Make outbound calls to accounts to check on reorder needs
• Update and maintain CRM with all interactions and notes
CRM & Documentation (30% of role)
• Keep CRM system organized and up-to-date
• Help build and maintain training manual for processes
• Document ordering procedures for each brand partner
• Create templates for common communications
Required Qualifications
Must Have:
• Excellent written and spoken English (this is critical - you’ll be calling and emailing US clients)
• Strong attention to detail (multiple ordering systems require precision)
• 2+ years of administrative or sales support experience
• Experience with CRM systems (Salesforce, HubSpot)
• Comfortable making phone calls to US-based businesses
• Reliable internet connection and quiet workspace
• Ability to work independently and follow detailed processes
Preferred (Not Required):
• Experience in beauty, aesthetics, or healthcare industry
• Experience with e-commerce or B2B ordering systems
• Background in sales operations or account management
• Documentation or training manual creation experience
What We’re Looking For in a Person
• Self-starter who takes initiative
• Highly organized with strong time management
• Problem solver who asks good questions
• Reliable and consistent communicator
• Eager to learn new systems and processes
• Professional phone presence
What We Offer
• Consistent, long-term work with growth potential
• Thorough training on all systems and processes
• Supportive team environment
• Opportunity to grow with a scaling startup
• Flexibility in schedule (within US business hours)
Application Instructions
To apply, please include:
1. Brief cover letter explaining:
• Your relevant experience with order processing or sales operations
• Your experience with CRM systems (which ones?)
• Why you’re interested in the aesthetics/beauty industry
• Your available hours in US timezone (EST/PST)
2. Your resume
3. Answer these questions:
• What’s your current internet speed?
• Do you have a backup internet connection?
• Are you comfortable making phone calls to US clients?
• Describe a time you managed multiple detailed processes simultaneously
4. Voice sample: Please include a short (30-60 second) audio or video introduction so we can hear your English communication skills

Trial Period
We will start with a paid trial week to ensure mutual fit before committing to ongoing work.
We’re excited to find the right person to join our team! If you’re detail-oriented, love organization, and want to grow with a startup in the beauty industry, we’d love to hear from you.