Executive Assistant & Operations Manager (with Shopify, Xero, E-commerce/Fashion exp)

𝐉𝐎𝐁 𝐎𝐕𝐄𝐑𝐕𝐈𝐄𝐖
Executive Assistant & Operations Manager
Retail and eCommerce Operations
Part-Time | Remote | 15 hrs/week | Mon-Fri Australian Business Hours

𝐀𝐁𝐎𝐔𝐓 𝐔𝐒
We are a growing remote team looking for an Executive Assistant & Operations Manager to join us and take on a dedicated role supporting day-to-day operations for a retail and eCommerce-focused business. We work closely with our team members to deliver high-quality support across our operations.

𝐀𝐁𝐎𝐔𝐓 𝐓𝐇𝐄 𝐑𝐎𝐋𝐄
This role acts as a right-hand to a senior stakeholder, taking full ownership of inbox management, scheduling, payment tracking, and supplier coordination so leadership can stay focused on strategic growth. You will also help build out workflows, templates, and documentation to bring structure to recurring processes. This is not a guesswork role. SOPs, templates, and existing workflows are provided and training will be given. The expectation is straightforward -- do the job well, communicate proactively, and ask when unsure rather than assume. A win in your first 30 days looks like: inbox triage running independently, calendar and scheduling fully under your ownership, supplier payment due dates tracked and flagged ahead of time, and early workflow documentation underway.

𝐊𝐄𝐘 𝐑𝐄𝐒𝐏𝐎𝐍𝐒𝐈𝐁𝐈𝐋𝐈𝐓𝐈𝐄𝐒
Inbox and Communications

• Full ownership of email inbox management, including triage and responding to level 1 enquiries (currently on Outlook/Exchange, migrating to Google Workspace)
• Monitoring and responding to Shopify inbox messages daily or as alerts arise

Scheduling and Financial Coordination

• Managing external and internal scheduling, including calendar management with day, week, and month ahead planning
• Supporting time and priority management for a senior stakeholder, including proactive follow-ups
• Tracking and scheduling payments, keeping on top of supplier due dates
• Managing supplier and vendor scheduling and level 1 engagements
• Checking supplier orders in wholesale/retail ordering platforms as needed

Process, Documentation and Content

• Creating workflows and playbooks for recurring business processes
• Creating documents and templates, such as account overviews, pre-meeting preparation, and SOPs
• Preparing materials for monthly supplier review meetings and following up on resulting actions
• Ad hoc creation of static social media posts

𝐓𝐎𝐎𝐋𝐒 𝐘𝐎𝐔 𝐖𝐈𝐋𝐋 𝐔𝐒𝐄

• Productivity: Google Workspace and Spreadsheets
• Email and Scheduling: Outlook/Exchange (transitioning to Google Workspace)
• Customer Support: Shopify inbox
• Finance: Xero
• Supplier Management: Wholesale/retail ordering platform (JOOR)
• Design: Canva
• Communication: WhatsApp and Slack

𝐖𝐇𝐎 𝐖𝐄 𝐀𝐑𝐄 𝐋𝐎𝐎𝐊𝐈𝐍𝐆 𝐅𝐎𝐑

• Experience managing email inboxes and triaging enquiries independently
• Strong calendar and scheduling coordination skills
• Preferably with e-commerce experience or fashion background
• Shopify/Xero experience
• Comfortable tracking payments and expenses using spreadsheets and accounting software
• Ability to create and document workflows and playbooks for recurring processes
• Strong written communication skills, able to provide clear, detailed updates
• Proactive communicator -- over-communicates rather than under-communicates
• Knows when to problem-solve independently and when to escalate
• Specific industry experience is not required -- personality, communication quality, and reliability - matter most

𝐓𝐄𝐂𝐇𝐍𝐈𝐂𝐀𝐋 𝐑𝐄𝐐𝐔𝐈𝐑𝐄𝐌𝐄𝐍𝐓𝐒 (𝐍𝐎𝐍-𝐍𝐄𝐆𝐎𝐓𝐈𝐀𝐁𝐋𝐄)

• High-speed, stable internet connection, with backup data available during power outages or service interruptions.
• A desktop or laptop computer capable of reliably running scheduling, design, and analytics tools.
• Mobile phones, tablets, and iPads are not accepted as primary work devices.

𝐖𝐎𝐑𝐊𝐈𝐍𝐆 𝐀𝐑𝐑𝐀𝐍𝐆𝐄𝐌𝐄𝐍𝐓

• Part-time, 15 hours per week
• Fully remote
• Schedule: to be confirmed upon hire (typically Australian -Business Hours)
• Ongoing engagement with no fixed end date
• Strong long-term growth potential for the right person

𝐇𝐎𝐖 𝐓𝐎 𝐀𝐏𝐏𝐋𝐘
Ready to apply?

Complete our online application form using the link below.

Application Form:
---------- /app9wi7PKXsThbuSi/shr3btN3ScdOZ26kp

The form includes role-specific questions and a short written skills task.

Please allow 15–20 minutes to complete the application thoroughly, and answer all questions in your own words.

𝐀𝐏𝐏𝐋𝐈𝐂𝐀𝐓𝐈𝐎𝐍 𝐃𝐄𝐀𝐃𝐋𝐈𝐍𝐄
TBC

We look forward to hearing from you!