Virtual Assistant – Order Management & Administrative Support

IMPORTANT NOTICE – PLEASE READ BEFORE APPLYING

Applications submitted without the requested video will not be reviewed. Please speak naturally in your video. If you are reading scripted answers from a screen, it will be noticeable, and your application will not be considered.

HOW TO APPLY:
Submit your resume and a 5–7 minute video recording answering the following questions:

ABOUT YOU:
1. Tell us a little about yourself, your background, and your interests outside of work.
2. Why are you interested in this position, and what are you looking for in a long-term employer?
3. What would you say are your greatest strengths and weaknesses?
4. How would your previous employers describe your work ethic and personality?

EXPERIENCE & SKILLS:
5. Tell us about your previous virtual assistant or customer service experience. What were your daily responsibilities?
6. Have you worked with Etsy, Shopify, or other e-commerce platforms? What tasks did you handle?
7. What experience do you have with Canva? Have you created product mockups or worked with customer-provided designs?
8. What software and tools have you used for customer service, order management, and administrative tasks?

SITUATIONAL QUESTIONS:
9. A customer is upset because their order is delayed. How would you respond?
10. You have 15 orders to process, 5 customer messages, and 3 mockups to create. What would you prioritize and why?
11. How do you stay organized and ensure accuracy when managing multiple orders and deadlines?
12. If you receive instructions for a task you've never done before, how would you approach it?

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We run a custom embroidery business and are looking for a detail-oriented Virtual Assistant to handle Etsy orders, customer messages, embroidery mockups, and daily administrative tasks.

Schedule: Sunday–Thursday, 8 AM–4 PM (Philippines Time)

RESPONSIBILITIES:

• Manage and process Etsy orders daily
• Respond to customer messages professionally and promptly
• Review orders for accuracy and missing information
• Create customer mockups using Canva
• Organize and prepare embroidery design files
• Coordinate with our digitizing team
• Track order progress and production deadlines
• Update order spreadsheets and maintain accurate records
• Handle general administrative tasks
• Follow up with customers regarding missing details or approvals

REQUIREMENTS:

• Excellent written and spoken English
• Experience in customer service and administrative support
• Experience with Canva
• Strong organizational skills and attention to detail
• Ability to multitask and prioritize daily tasks
• Dependable, proactive, and quick to learn
• Comfortable using Time Doctor (screen monitoring)
• Reliable, high-speed internet connection
• Experience with Etsy or other e-commerce platforms is preferred