Virtual Assistant

The Role

This is not a standard VA role. You will be the operational backbone of a fast-moving premium custom merchandise business. Managing client communications, chasing suppliers across multiple countries, tracking orders and ensuring nothing falls through the cracks.

You will be representing our company to some of the UK and Ireland's most prestigious brands. Your communication must be warm, professional, and polished at all times.

This role is perfect for you if:

You thrive on keeping multiple plates spinning simultaneously
You take pride in never letting a follow-up slip
You are proactive — you chase things without being asked
You write excellent, natural English
You are excited by premium brands and creative businesses


Key Responsibilities

Client Communications

Responding to inbound client enquiries promptly and professionally
Following up on outstanding quotes, sample approvals and order confirmations
Keeping clients updated on production and delivery timelines
Chasing overdue payments politely but effectively


Supplier Management

Sending outbound pricing requests to manufacturers across China, Turkey, Portugal, the UK and Ireland the same day a brief arrives
Chasing supplier responses within 24 hours if no reply is received
Coordinating sample requests and approvals between suppliers and clients
Tracking production timelines and flagging any delays immediately


Order Tracking & Admin

Maintaining the client order tracker — keeping all records up to date with order status, costs, margins and delivery dates
Logging all new enquiries and updating pipeline records
Raising invoices and tracking payment status
General inbox management and scheduling


Business Development Support

Researching and building prospect lists of target clients (hospitality, fitness, drinks, events, iGaming)
Sending initial outreach emails to warm prospects
Following up on leads that have gone quiet


What We're Looking For

Essential:

Excellent written English — genuinely excellent, not just conversational
Previous experience in a client-facing or account management role
Highly organised with strong attention to detail
Proactive and self-motivated — able to work independently without constant direction
Comfortable working UK afternoon/evening hours (approx. 9am–4pm UK time)
Reliable internet connection and professional home setup
Experience with email, spreadsheets and project management tools


Desirable (not essential):

Previous experience in merchandise, ecommerce, hospitality or events
Experience with Shopify, Notion, Trello or CRM tools
Experience supporting a founder or senior executive directly
Experience making mock designs in Photoshop


What We Offer

Competitive salary for the right candidate
Long-term role with genuine growth potential — as the business grows, so does your role
The opportunity to work with some of the UK and Ireland's most exciting brands
A supportive, creative and fast-moving working environment
Potential to move to full-time as the business scales