Executive Operations Assistant

Job Summary: We need a highly detail-oriented Operations & Administrative Virtual Assistant to support the daily operations of a growing custom apparel business. This role sits at the center of order intake, production tracking, and client records, where fabrics, shipments, forms, and invoices are all moving at once and accuracy carries real financial weight. We're looking for someone who works independently, catches problems before they surface, and simply gets things handled. Key Responsibilities: Fill out detailed client and production forms with complete accuracy

• Support production workflows from order intake through final delivery
• Track incoming and outgoing materials, shipments, and inventory
• Update the CRM and project boards with client information, orders, shipments, and production status
• Keep records accurate, complete, and current across all internal systems
• Enter invoices and basic financial data, and track payments, follow-ups, and outstanding balances
• Manage the calendar, schedule meetings, and keep deadlines on track
• Monitor the inbox, draft replies, send reminders, and handle client follow-ups
• Keep team to-do lists organized so nothing gets missed
• Spot workflow gaps and resolve issues proactively
• Help with e-commerce order updates as needed
• Mandatory Skills: Exceptional attention to detail, with the ability to catch errors before they become costly
• Proven experience in administrative and operations support
• Strong organizational skills and the ability to manage many moving parts at once
• Comfortable with data entry and CRM or project-management tools
• Excellent written and verbal English communication skills
• Fast learner with strong common sense and sound judgment
• Consistent, detail-focused, and able to self-manage without constant instruction
• Preferred Skills: Experience with Monday.com or a similar CRM/project-management platform

Quick

• Books Online experience, including invoicing and basic financial data entry
• Background in inventory, order tracking, or logistics coordination
• Familiarity with Shopify order management
• Prior experience supporting a fashion, apparel, retail, or production-based business
• Experience working with US-based businesses
• Ability to juggle multiple projects at once

Why Join Us: This role comes with a real growth path. It starts with a defined scope by design, with the intent to expand it for the right person as they prove capable. You won't be doing filler work: every form, shipment, and record you handle directly affects production and client satisfaction. We value initiative and ownership, and you'll be trusted to run your own workflows instead of waiting for instructions.