Ecommerce VA

Ecommerce VA for a Fast-Growing DTC Beauty/Skincare Brand (2 Positions)

We are an 8-figure DTC skincare brand scaling aggressively on Meta, Google, and Amazon, with a creative team of 30+ people across leads, strategy, UGC, editing, media, design, and more. We are hiring two experienced Ecommerce Virtual Assistants who will work directly with the CEO, Director of Media, and Head of Creative. This is not an entry-level role. You will be the operational glue that keeps a large, fast-moving team organized, accountable, and hitting targets.

What you’ll do:

Operations and team coordination

-Own our Notion workspace: keep every task, board, and project up to date, correctly tagged, and moving through the pipeline with quick turnaround. We want Notion restructured and better organized, so real project management skill matters here
-Follow up with team members daily to confirm deliverables are on track and nothing stalls
-Track KPIs and bonus targets across departments, flag anyone falling behind, and report status to leadership
-Keep meeting notes, action items, and SOPs documented and organized
-Manage and add to our shared Google Drive of in-house docs and resources
-Asset management: keep raw footage, final exports, and brand assets organized in Drive and ---------- with proper naming conventions so editors aren’t hunting for files, and make sure those conventions are followed across the whole team
Creative velocity tracking: how many net new ads shipped per week per strategist and editor

Customer trust and communications

-Manage Trustpilot: monitor reviews, respond professionally, invite happy customers to leave reviews, and escalate issues
Check in on the customer support team regularly and track their metrics
-Keep internal team communication clean and organized in Slack
-Hiring out team roles as needed

Ecommerce support

-Shopify admin tasks: order lookups, refunds, address edits, subscription adjustments, discount codes, basic product and page updates
-Monitor daily store health: orders, fulfillment status, failed payments, chargebacks, and subscription churn signals
-Prepare daily and weekly reports (sales, ad spend, ROAS, CS volume, review scores) pulled from our dashboards
-Coordinate with UGC creators, contractors, and vendors on deadlines, deliverables, and payments
-Light research tasks: competitor monitoring, sourcing creators or tools, pulling data when asked
Calendar management, inbox triage, and general executive assistant support for the CEO

Who we’re looking for

-Minimum 2 to 3 years of experience as an ecommerce VA for online DTC brands (this is a hard requirement)
Must have worked for at least one subscription-based ecommerce brand and be able to show proof (screenshots, references, or portfolio)
-Able to name the ecommerce brands you have worked for and describe exactly what you did for each
Strong hands-on experience with Shopify, Notion, Slack, ---------- , and Google Sheets. Experience with Trustpilot, Klaviyo, Re:amaze, and Loop is a big plus
-Extremely organized, detail-obsessed, and proactive. You notice problems before they become problems and you chase people down without being asked
-Must be proactive, driven, and hungry to succeed. We're looking for a true go-getter who takes ownership, executes without being micromanaged, and consistently finds ways to move projects forward.
-Brings thoughtful, educated ideas to the table rather than simply following instructions. You should be comfortable identifying opportunities for improvement, suggesting better processes, and helping the business operate more efficiently.
-Growth-minded and eager to develop alongside the company. We value people who want to take on more responsibility, make a meaningful impact, and grow into larger operational and leadership roles over time.
-Excellent written English and a professional, warm tone with customers
-Comfortable working closely with a CEO, giving direct updates, and being held to clear KPIs
-Available during US Eastern hours for overlap, with fast response times

Compensation
Competitive rate based on experience, with performance bonuses tied to team KPIs. Long-term role with room to grow into an operations lead position as the brand scales.

How to apply
To be considered, your application must include all of the following:

-The names of the ecommerce brands you’ve worked for and your role at each
-Proof of your experience with a subscription-based ecommerce brand
-A short paragraph on how you would keep a 30+ person team on track in Notion
-Why you applied for this role and why you are a team fit
-Where you would bring the most value to our team and why we should hire you
-Your top strengths as a VA

Applications missing any of the above will not be reviewed.