Virtual Assistant Admin / Social Media

About the job
Role Overview

The Virtual Assistant will provide administrative and client-facing support to the Head Designer and leadership team, ensuring seamless communication, appointment coordination, and timely follow-ups.

Key Responsibilities Client Communication

● Monitor and respond to all incoming emails in a timely and professional manner

● Draft and send client quotes for custom designs and special orders

● Follow up with customers regarding custom pieces, approvals, and timelines

● Provide updates to clients on jewelry repairs and order status

● Maintain a polished, luxury brand tone in all correspondence

Calendar & Appointment Coordination

● Manage and coordinate the Head Designer’s calendar

● Schedule custom consultations (in-store and virtual)

● Confirm appointments and send reminders to clients

● Ensure all consultation notes and files are properly organized

Quoting & Administrative Support

● Assist in preparing and organizing custom design quotes

● Track outstanding quotes and follow up appropriately

● Maintain client records and documentation

● Support workflow organization between sales and production

Social Media & Brand Support

● Assist with social media scheduling and posting

● Help draft captions and content ideas

● Respond to direct messages and inquiries professionally

● Support basic content organization and campaign planning

Ideal Candidate

● Exceptional written communication skills

● Highly organized with strong attention to detail

● Comfortable managing executive calendars

● Experience in luxury retail, jewelry or hospitality preferred

● Professional, discreet, and trustworthy

● Tech-savvy (Google Workspace, Shopify, social media platforms)

● Able to work independently and meet deadlines

What We Offer

● Flexible remote work environment

● Opportunity to work within a growing luxury brand

● Creative involvement in custom design processe

Virtual Assistant Admin / Social Media