Ecommerce Operations & General Assistant

General Assistant / Ecommerce VA

Role Overview

We are looking for a reliable, organised, and proactive full-time Virtual Assistant to support the founder of two ecommerce pet supplement brands.

You will handle recurring administrative tasks, coordinate with suppliers, maintain reports and spreadsheets, manage bookings and schedules, and help with occasional creative and ecommerce tasks.

The workload may vary each day, but you must be available and responsive during agreed working hours.

Key Responsibilities

• Update weekly KPI sheets and monthly P&L spreadsheets.
• Communicate with suppliers and organise supplier invoices and payments.
• Communicate with other tea ---------- mbers to resolve one-off tasks
• Monitor and top up Meta advertising account balances.
• Manage email s, forms, meetings, calendar, and scheduling.
• Add and update product costs in profit tracking software.
• Contact software support teams and follow up until issues are resolved.
• Book flights, hotels, restaurants, and other appointments.
• Create and resize basic Meta advertising assets in Canva.
• Make simple edits to existing product-label files in Adobe Illustrator.
• Complete small administrative and research tasks for the founder and team.
• Organise files, documents, invoices, and recurring processes.
• Create simple SOPs and checklists for regular tasks.

Must-Have Requirements

• At least two years of experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, or similar.
• Strong experience using Google Drive, Sheets, Docs, Gmail, and Calendar.
• Good Google Sheets skills, including formulas, filters, and maintaining organised data.
• Strong Canva skills.
• Able to make basic edits to existing Adobe Illustrator files.
• Excellent written and spoken English.
• Highly organised with strong attention to detail.
• Comfortable working with invoices, costs, reports, and numbers.
• Able to manage recurring tasks without constant reminders.
• Proactive, resourceful, and comfortable solving small problems independently.
• Reliable computer, internet connection, and backup internet.
• Available full-time during agreed working hours.
• Comfortable handling confidential business and personal information.

Preferred but Not Required

• Previous experience working for an ecommerce or DTC brand.
• Experience with Shopify, Meta Business Suite, or Meta Ads.
• Experience using TrueProfit or another profit-tracking platform.
• Basic bookkeeping or financial administration experience.
• Experience communicating with manufacturers or suppliers.
• Familiarity with Slack, ClickUp, Asana, Notion, or similar tools.
• Experience booking international travel.
• Experience in the pet, supplement, wellness, or consumer-products industry.

What We Are Looking For

The ideal candidate is dependable, accurate, responsive, and comfortable handling a wide variety of small tasks. You should be able to follow instructions carefully, use good judgement, and complete recurring responsibilities without needing to be chased.

Working Hours

This is a full-time role working from 8:00am to 4:00pm UK time, Monday to Friday.

You must be online, available, and responsive throughout these working hours. The workload may vary from day to day, but you will be expected to remain available to receive and complete tasks during your shift.

You must not be working another full-time role that conflicts with these hours.

Communication

Day-to-day communication will primarily take place through Slack.

You will report directly to the founder and will be expected to:

• Respond to messages promptly during working hours.
• Provide updates on tasks without needing to be chased.
• Ask clear questions when additional information is required.
• Flag delays, mistakes, or problems as soon as possible.
• Provide a brief update on completed and outstanding tasks when requested.

What Success Looks Like

You will be successful in this role if:

• Recurring tasks are completed accurately and on time.
• Tasks do not require repeated reminders or follow-ups.
• Supplier, software, and administrative issues are followed through until resolved.
• Files, spreadsheets, invoices, and information remain organised.
• You communicate clearly and raise problems before they become urgent.
• The founder is able to spend significantly less time on routine administrative work.

How to Apply

Please include the following in your application:

• A brief introduction about yourself.
• A summary of your previous Virtual Assistant or assistant experience.
• Details of how long you worked in your previous assistant roles.
• Your experience using Google Sheets, Canva, and Adobe Illustrator.
• Any previous ecommerce experience.
• Examples of relevant Canva or Adobe Illustrator work, where available.
• Your current work commitments and confirmation that you can work from 8:00am to 4:00pm UK time.
• Your earliest available start date.
• Details of your computer, primary internet connection, and backup internet connection.

Please begin your application with the word “Whiskers” so we know you have read the full job posting.

Hiring Process

Shortlisted candidates will be invited to an initial video interview.

Candidates who progress beyond the first interview may be asked to complete a brief skills test involving tasks such as Google Sheets, written communication, task prioritisation, Canva, or basic Adobe Illustrator editing.

References may be requested before a final offer is made.