Operations Executive Assistant (Job ID: MICDEE1)
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Operations Executive Assistant
🆔 Job ID: MICDEE1
🏢 Industry: Wine and Spirits Brand & Wholesale Distributor
🌎 Location: LATAM
🕒 Job Status: Full Time
⏰ Work Schedule: Monday to Friday, 9:00 to 18:00 (PST)
💰 Salary: $7 - $8 per hour
🚀 Target Start Date: ASAP
ROLE OVERVIEW
About the Client:
The client is a small family business that leverages popular culture’s fascination with vampires to market and sells an award winning array of edgy wine and spirits, both through a network of wholesalers and direct to consumers via its popular branded website. Besides wine and spirits, the client also offers branded coffee and other related branded products. The principal owner is a practicing lawyer who splits his time between running the beverage business and practicing law. The company consists of both a wholesale division and a growing direct-to-consumer online store. We are seeking a dedicated, highly organized, and proactive professional to take full ownership of our backend and day-to-day administrative operations.
About the Role:
We are seeking an independent, highly organized Operations Executive Assistant to take full ownership of our backend operations, order processing, invoicing, and customer support.
In this role, you won't just be checking off a daily to-do list—you will be the operational backbone of the company. By masterfully managing the day-to-day administrative workflows, you will enable the owner to focus on high-level legal and business growth activities.
Key Responsibilities
Email & Inbox Management & Calendar Management
- Extract from several hundred emails daily the important ones that need responding to, organizing and categorizing them so they do not get lost among the constant incoming stream.
- Quickly organize incoming correspondence and immediately spot/flag high-priority items that require urgent attention.
Dynamic Task Prioritization
- Simultaneously manage up to twenty different tasks at any given time, with new tasks arriving daily.
- Discern which projects can be developed over time versus which urgent requests (e.g., critical order fulfillment) require you to drop what you are doing to execute immediately.
- For example, while working on a spreadsheet that is not urgently needed, suspending work on that worksheet in order to process incoming orders, and deal with customer service issues as they arise.
Calendar Management
- Manage Founder/CEO’s calendar.
Wholesale Operations
- Process wholesale orders.
- Coordinate with 3rd party warehouse personnel and wholesale customers.
- Track inventory sold via wholesale operations and direct to consumer operations, creating excel reports for decision making purposes.
Financial Administration
- Prepare, send, and track invoices through QuickBooks.
- Handle online order reporting and spreadsheet updates.
Compliance Support
- Assist with sharing invoice documentation with the Compliance Partner.
- Prepare monthly spreadsheets of direct to consumer sales and organize by state before sending to the Compliance Partner and/or directly to the States.
Customer & Partner Relations
- Respond to customer service emails.
- Draft polished, professional communications for clients, vendors, and partners.
Data & Workflow Management
- Maintain clean spreadsheets.
- Manage administrative workflows.
- Support general day-to-day business operations.
Qualifications & Skills
- Organization & Multitasking: Exceptional organizational skills with a proven ability to maintain logic, structure, and calm while managing multiple competing priorities.
- Stress Tolerance & Adaptability: A resilient mindset that sees the logic in pivoting tasks on a dime (e.g., pausing a long-term project to immediately input a wholesale order or even to respond to a customer complaint) rather than becoming overwhelmed.
- Language: Flawless written and clear verbal English communication skills.
- Mindset: Highly proactive, self-directed, and capable of prioritizing tasks independently based on business urgency and importance.
- Skills: Strong critical thinking, problem-solving abilities, and an exceptionally high attention to detail (especially when working with numbers and spreadsheets).
- Experience: Previous experience supporting US-based businesses or working within US wholesale/distribution environments is highly preferred. Familiarity with Quickbooks is helpful.
Tech Stack / Tools You Will Use
- Accounting/Finances: QuickBooks
- Productivity: Google Workspace (Docs, Sheets, Gmail, etc.), Microsoft Office
- Communication: Google Voice & standard professional email
- Logistics: Proprietary warehouse and order management systems
- The Company maintains a Shopify website and uses Klaviyo for emails