Admin / Virtual Assistant (Full-Time, Long-Term)

Admin / Virtual Assistant (Full-Time, Long-Term)
Type: Full-Time | Long-Term
Location: Remote
Working Hours: 8:00 AM – 5:00 PM U.S. Eastern Time (ET)

About This Role
We are a U.S.-based promotional products company with a structured, rule-based workflow.
Our daily operations involve handling emails, managing quotes, tracking orders, and maintaining clean systems.
This role is not creative and not a growth/leadership role. It is an execution role that requires accuracy, consistency, and strict rule-following.
If you enjoy working with clear SOPs, checklists, and structured processes, this role will be a great fit.
If you prefer flexibility, improvisation, or constantly changing rules, this role is not suitable.

Core Responsibilities (High-Level)
• Manage and organize daily operational tasks following established SOPs
• Review and prioritize emails from suppliers and clients
• Support quote and order processes with accurate data entry and tracking
• Prepare quotes by reviewing supplier pricing and calculating margins accurately
• Maintain clean, well-organized files and records
• Prepare clear, professional English drafts for internal and client communication
• Follow instructions precisely and ask clarification questions when needed
• Provide daily work summaries and status updates
(Detailed step-by-step training and SOPs are provided after onboarding.)

What We Value (Non-Negotiable)
1) Extreme Attention to Detail
• You naturally double-check your work before submitting
• Small inconsistencies immediately catch your attention
• You notice differences in product details, quantities, colors, and specifications
• Accuracy matters more to you than speed
This is important for promotional products where details such as product color, imprint color, quantity, and shipping timelines must be correct.

2) Strong Number Awareness
• You are comfortable working with numbers and spreadsheets
• You can quickly understand pricing, margins, and calculations
• You naturally double-check numbers before sending information
• You are confident using Excel or Google Sheets for calculations and tracking

3) Strong Rule-Following Ability
• You prefer clear instructions and SOPs
• You do not “improvise” when rules exist
• You are comfortable repeating structured tasks daily

4) Excellent Written English
• You can clearly rewrite supplier messages into professional client-facing English
• You understand tone, clarity, and business context

5) Fast Learner Within Structure
• You can learn SOPs quickly
• You apply instructions consistently once trained

6) Independent Problem Solver
• You actively try to understand systems instead of waiting for instructions
• When encountering a new situation, you attempt to analyze it before asking questions
• You are comfortable learning tools and processes on your own
• You look for solutions instead of waiting to be told every step

7) Reliability & Stability
• You are seeking a long-term, stable role
• You are comfortable with repetitive, structured work

What This Role Is NOT
• Not a creative or strategy role
• Not a sales or leadership role
• Not a flexible-hours or part-time role
This is a professional execution role within a defined system.

What You Do NOT Need
• Promotional products industry experience
• Advanced technical skills
All systems and workflows are trained internally.

How to Apply (Read Carefully)
Only candidates who follow instructions exactly will be considered.
To confirm attention to detail, include the word “Precision” in the first line of your application.

Step 1 – Written Application
Please answer all of the following:
1. Introduce yourself in 5–7 sentences
2. Describe a role where accuracy and rule-following were critical
3. Rate your written English ability (1–10)
4. Confirm you can work 8:00 AM – 5:00 PM U.S. Eastern Time, Monday–Friday
5. How comfortable are you working with numbers and spreadsheets (Excel or Google Sheets)? Please provide an example.

Step 2 – English Voice or Video (1–2 minutes)
Please record a short English voice or video introduction including:
• Your name and background
• Why you consider yourself detail-oriented
• Why you are looking for a long-term, stable role

Step 3 – Required Subject Line
Subject:
VA – Detail-Oriented
Applications that do not follow instructions exactly will not be reviewed.