Virtual Executive Assistant (All-Around) — Amazon/Walmart, Design, Social Media, Admin & Bookkeeping

Virtual Executive Assistant (All-Around) — Amazon/Walmart, Design, Social Media, Admin & Bookkeeping

Location: Remote (Philippines-based) Work Arrangement: Full-time, Independent Contractor Reports To: VP / Owner Experience Required: 5+ years in a virtual assistant, executive assistant, or e-commerce operations role Work Hours: 8:00 AM – 5:00 PM Central Time (CST), Monday–Friday

About the Role

We're looking for a highly capable, self-directed Virtual Executive Assistant to support the VP/Owner of a U.S.-based consumer and industrial products company. This is a true "jack of all trades" position for someone who thrives on variety — one day you're maintaining Amazon and Walmart seller accounts, the next you're designing a social graphic, managing an inbox, booking a calendar, or reconciling a bookkeeping entry. We need someone who takes ownership of deliverables without needing constant direction, communicates proactively, and treats deadlines and account health metrics as non-negotiable.

Key Responsibilities

Amazon & Walmart Marketplace Maintenance - Daily

Monitor and maintain Amazon Seller Central and Walmart Marketplace accounts: listings, inventory, pricing, and account health metrics
Update and optimize product listings (titles, bullet points, A+ Content/Brand Story, images) across multiple product lines
Track and respond to account health flags, policy violations, and suspension risks; escalate and help resolve issues (e.g., shipping performance, reimbursements)
Monitor FBA/WFS reimbursements and discrepancies using Sellerboard
Track competitor pricing and product research using Keepa
Reconcile e-commerce transactions and financial data using Synder
Maintain inventory accuracy in coordination with our Cin7 inventory system
Support shipping/label workflows (e.g., ShipStation) and carrier compliance requirements

Design & Social Media

Create graphics for Amazon/Walmart listing content, social media posts, and marketing materials (Canva, Photoshop, or similar)
Schedule and manage posting calendars across social platforms
Maintain brand consistency across all visual assets

Executive & Administrative Support

Manage calendar, scheduling, and meeting coordination
Triage and manage email inboxes, draft correspondence, and follow up on outstanding items
Organize files, maintain SOPs, and keep documentation current (Microsoft Teams/Planner/OneDrive environment)
Handle ad hoc research, travel arrangements, and personal/business errands as needed

Bookkeeping Support

Perform basic bookkeeping tasks: data entry, invoice tracking, expense categorization, and reconciliation support
Assist with reporting and maintaining accurate financial records in coordination with the accounting team

Requirements

Minimum 5 years of experience as a Virtual Assistant, Executive Assistant, or in e-commerce/marketplace operations
Demonstrated hands-on experience managing Amazon Seller Central and/or Walmart Marketplace accounts (listings, account health, reimbursements)
Working knowledge of design tools (Canva, Photoshop, or equivalent) and social media scheduling
Familiarity with GoHighLevel (GHL) — this is our CRM/marketing platform and is required
Comfortable with bookkeeping fundamentals (QuickBooks Online/QBO)
Strong written and spoken English communication skills
Highly organized, deadline-driven, and able to manage multiple workstreams independently
Experience with Microsoft 365 (Teams, Planner, OneDrive) preferred
Reliable high-speed internet and a dedicated home office setup
Available to work fixed hours of 8:00 AM – 5:00 PM CST, Monday–Friday

Nice to Have

Experience with ShipStation or similar shipping platforms
Video editing skills
Prior experience supporting a small business owner directly (not just a team/department)

Important — Please Read Before Applying

Payment method: Payoneer ONLY. We do not use any other payment method — if you cannot receive payment via Payoneer, please do not apply.

Time tracking: We use Timeproof to track work hours. This is non-negotiable. If you have an issue working with Timeproof, please do not apply — it will waste your time and ours.

Distraction-free work environment required: We hold executive meetings daily. Children must not be visible or audible on camera or in the background during working hours. If you are the primary caretaker for a child who is awake/active during your working hours, please do not apply. We have released VAs for this reason before and will do so immediately and without exception if it happens.

Immediate responsiveness required: You must answer messages and calls promptly during working hours. Unresponsiveness will result in immediate termination.

Genuine, sustained full-time experience required: We need someone with real, continuous full-time experience in these areas — not scattered gig work. Please do not claim "expert level" skills you can't actually back up; we will identify gaps quickly and release contractors who misrepresent their experience within the first few days.

No ChatGPT-dependent candidates: We are not looking for someone who leans on ChatGPT or AI tools to figure out how to do the job — we can do that ourselves. We need someone who already knows this work cold, can execute it from muscle memory, and doesn't need to look up the basics.

What We Offer

Long-term, stable full-time contract role - when you apply put ROCKSTAR in your subject line
Direct working relationship with company leadership
Clear weekly deliverables and scorecard-based accountability (no micromanagement — we measure output)

To apply, please include examples of Amazon/Walmart listings you've managed and a sample of design work you've created