Virtual Assistant

About Us
Ice Guys Jewelry and Icy NYC are New York-based custom jewelry brands operating out of the Diamond District (36 W 47th St. Suite 1400). We design, manufacture, and retail fine custom jewelry — engagement rings, chains, pendants, grillz, and more — serving both direct consumers and B2B wholesale/manufacturing clients. We're a fast-moving, high-standard operation and we need someone who can keep up.

Role Overview
We're looking for a highly organized, proactive Virtual Assistant to handle the day-to-day operational and administrative workload across both our retail brand ( ---------- ) and our manufacturing operation (ICY NYC). You'll be the person who keeps things moving behind the scenes — so the founder can focus on sales, creative, and growth.

This is not a passive role. We need someone who takes initiative, communicates clearly, and treats our clients the way a luxury brand should.

Responsibilities
Client Invoicing
Generate and send invoices to customers upon job completion using our invoicing templates. Ensure all line items — casting, setting, labor, materials — are accurately reflected. Follow up on unpaid invoices and flag outstanding balances to the founder.

DM & Customer Communication
Monitor and respond to Instagram DMs, emails, and other customer inquiries using our approved canned response library and brand voice guide. Qualify inbound leads using our established DM script. Escalate high-value or complex inquiries to the founder immediately. Response time target: within 1 hour during business hours.

Commission & Sales Tracking (Google Sheets)
Once invoices are marked complete and paid, log each sale in our commission tracking spreadsheet. Update individual sales rep records with deal value, commission owed, and payment status. Keep the tracker current at all times so reps and leadership can view accurate figures in real time. Flag any discrepancies immediately.

Social Media Scheduling & Posting
Schedule and publish pre-edited content (Reels, photos, Stories) to Instagram and other platforms according to our content calendar. The founder handles all recording and editing — your job is to write captions using our brand voice, add relevant hashtags, schedule posts at optimal times, and confirm everything went live correctly. Maintain the content calendar and alert the founder when the queue is running low.

Client Job Completion Notifications
When a manufacturing job or custom order is marked complete, proactively reach out to the client via DM, email, or phone (per their preference) to notify them their piece is ready. Coordinate pickup, shipping, or delivery logistics and confirm with the founder. Ensure no completed job sits uncommunicated.

B2B Sales Development (Manufacturing)
Research and identify decision makers at jewelry retailers, boutiques, and brands who could be potential manufacturing clients for ICY NYC. Build and maintain a prospect list in our CRM or tracking sheet including contact name, title, company, location, Instagram or email, and outreach status. Draft and send initial outreach messages under the founder's direction. Track responses and follow-ups. This is a key growth function — quality of research matters more than volume.

Shopify & E-Commerce Monitoring
Monitor ---------- daily for new orders. Upon each new order, immediately notify the founder via [preferred channel — text/Slack/etc.] with the order details: customer name, item(s) ordered, order value, and any special notes or customization requests. Flag any payment issues, out-of-stock situations, or fulfillment delays. Do not process or fulfill orders independently without founder direction.

What We're Looking For

Must-haves:
Excellent written English — you will be representing a luxury brand in every message
Experience with Instagram DMs and social media management
Proficiency in Google Sheets — you don't need to be a programmer, but you need to be fast and accurate with data entry and basic formulas
Highly organized with strong attention to detail — one missed invoice or wrong commission number costs us money and trust
Reliable internet connection and availability during U.S. Eastern Time business hours
Ability to work independently and meet deadlines without micromanagement
Comfortable learning new tools quickly (Shopify, invoicing software, scheduling tools)
Nice-to-haves:

Prior experience in jewelry, fashion, or luxury goods
Familiarity with Shopify admin
Experience with ManyChat or similar DM automation tools
Prior B2B research or lead generation experience
Experience with Later, SocialPilot, or similar scheduling platforms

How We Work
Communication: [Slack / WhatsApp / etc.] — fast responses expected during agreed hours
Tools: Google Sheets, Shopify, Instagram, Quickbooks, Hubspot
Hours: [20-40 hours/week], flexible within Eastern Time business hours
You'll receive a full onboarding doc, canned response library, brand voice guide, and SOPs for every task before your first day.

Your relevant experience
One example of a time you managed multiple responsibilities for a business owner simultaneously
Your availability and rate
We respond to every application. Looking to hire quickly for the right person.