Virtual Assistant (Retail fashion/resale space

RECRUITER BRIEF
Role: Virtual Assistant (Operations + Growth Support)
Overview
We are hiring a highly capable, detail-oriented Virtual Assistant to support operations across two fast-growing retail businesses in the fashion/resale space. The companies operate as secondhand clothing businesses with retail stores, an online presence, and a distributed team of buyers working both independently and with large vendors around the world. This role is execution-heavy and requires strong organization, follow-through, and the ability to manage multiple workflows simultaneously.

This is an execution-heavy role for someone who can independently manage workflows—not an entry-level assistant, but not a strategic operator.

The VA will work closely with leadership and support overlapping managers across both companies.

Time Commitment & Schedule
20–30 hours per week
Required overlap with EST hours
Strict requirement: strong availability on Mondays for payroll execution
Other days: flexible, but preference for hours that lean later in the day into early evening
No weekend work expected

Key Structure of Role
Supports two separate companies
Each company operates in its own Slack workspace
Some managers overlap across both businesses
Must be able to track tasks, communication, and priorities across both environments

Core Responsibilities (High-Level)
Payroll execution and commission tracking
Sales goal calculations and reporting support
Employee onboarding into systems (payroll, scheduling, etc.)
Operational admin (calls, coordination, follow-ups)
Inventory and supply tracking
Recruiting support (resume review, sourcing)
Product sourcing on resale platforms (eBay, Etsy, etc.)
Vendor coordination (including Alibaba orders)
E-commerce customer support
Marketing and growth support (Reddit, Google reviews, etc.)
SOP organization and training tracking
Vendor relationship support

What Success Looks Like
Tasks are completed without reminders
Following instructions with complete accuracy
Payroll runs accurately and on time every week
Nothing falls through the cracks across both companies
Strong follow-up across all open items
Clear, organized communication across Slack environments
Nothing needs to be asked for twice

Ideal Candidate
English Fluency
Extremely detail-oriented and organized
Strong executor (can take instructions and run with them)
Comfortable managing multiple workflows at once
Proactive and responsive
Strong written communication
Tech-comfortable (spreadsheets, multiple tools, Trello, Slack environments)

Non-Negotiables
Extremely high attention to detail (especially for payroll and reporting)
Ability to manage multiple systems and workflows simultaneously
Strong responsiveness during working hours
Consistent follow-through without reminders
Comfort with repetitive and operational tasks

Disqualifiers
Looking for a strategy-only or creative-only role
Requires constant direction or follow-up
Struggles with organization or task tracking
Not comfortable working across multiple systems at once

Training
Full training will be provided for all systems and workflows
Clear SOPs and expectations will be given
Success is based on execution, accuracy, and follow-through

Growth Potential
This role can expand more into:

Operations
E-commerce management
Marketing execution
Hiring coordination

DETAILED SCOPE
1. Operations + Admin Execution
Run weekly payroll processes (data entry, calculations, coordination)
Review commission reports for accuracy
Add employees to payroll systems and internal tools
Set up employees in software platforms (Deputy, Gusto, etc.)
Monitor task completion across team members and follow up
Call and coordinate with service providers (internet, utilities, vendors)
Support store operations logistics and troubleshooting

2. Sales + Performance Tracking
Calculate monthly sales goals using historical data and our formulas
Maintain and update sales tracking spreadsheets
Assist with reporting tied to store performance

3. Inventory + Supplies Oversight
Check inventory levels of supplies (tote bags, tags, labels, etc.)
Coordinate reorders with vendors
Communicate with store and warehouse managers to confirm needs

4. Recruiting + Hiring Support
Review incoming resumes and shortlist candidates
Assist with job postings and sourcing
Track candidate pipeline and status
Coordinate early-stage communication with candidates

5. Product Sourcing Support
Source inventory on resale platforms (eBay, Etsy, etc.)
Follow defined buying criteria and brand direction
Identify opportunities aligned with inventory strategy

6. Vendor + Production Coordination
Assist with placing and tracking Alibaba orders
Coordinate development of promotional products (tote bags, etc.)
Follow up with vendors on timelines and deliverables

7. E-commerce + Customer Support
Respond to customer inquiries
Assist with order-related issues
Support backend operations for online store

8. Marketing + Growth Support
Assist in developing content ideas (especially Reddit)
Support initiatives to improve Google Maps reviews and rankings
Help execute light growth and visibility strategies

9. Training + SOP Management
Organize and refine SOP documents per requests
Assign training modules to employees when requested
Track progress and follow up on completion

10. Vendor Relationship Support
Sharing internal training materials with vendors as relevant
Tracking buyer productivity with vendors to detect negative growth trends
Reconciling invoices with buyer reports
Auditing purchase volume against buyer time sheets to mitigate time fraud

Working Environment & Tools Context
High volume of Slack communication across two separate workspaces
Heavy use of Google Sheets and structured reporting
Frequent task-switching across operational workflows

Working Style Expectations
High attention to detail is critical
Must be highly organized across multiple systems
Strong follow-up and accountability
Ability to prioritize and manage time effectively
Clear and professional communication

Tools (Will Be Trained)
Payroll systems (e.g., Gusto)
Scheduling tools (e.g., Deputy)
Communication (Slack — multiple workspaces)
Google Sheets / reporting tools
E-commerce – Shopify

Day in the Life (Example)
Morning: review Slack across both companies, follow up on open items
Midday: execute payroll, reporting, sourcing, and vendor coordination tasks
End of day: ensure all tasks are closed and nothing is pending

Notes
This role requires a high level of trust, discretion, and professionalism
This is a hands-on execution role, not a strategy role
Clear instructions, live training and plentiful screen recordings will be provided for all responsibilities
The right candidate will become deeply integrated into daily operations

Nice to Have
Experience with e-commerce or resale marketplaces
Experience supporting multiple teams or companies simultaneously
Experience with customer service

Virtual Assistant (Retail fashion/resale space