Chief of Staff/Executive Assistant - Freelance, Remote

Magic

The Impact you ll make

Operations & Logistics

• Manage relationships with 3PL partners; oversee shipments, restocks, and freight coordination
• Track inventory levels, complete monthly inventory inputs, and reconcile data with 3PL reports
• Create, manage, and revise Purchase Orders (POs) for customers and 3PL; liaise on order statuses
• Ship products via Shopify and ensure order accuracy and timely fulfillment

Executive Enablement & Program Management

• Own the Brand Manager s calendar, priorities, meeting prep, and follow-ups
• Set up one-to-one meetings with direct reports and coordinate cross-functional meetings
• Translate goals into tasks/timelines in Notion or a task tool; monitor progress and surface blockers
• Provide weekly operational updates and KPI snapshots to keep leadership informed

Finance, Admin & Information Management

• Create, manage, and revise customer invoices; follow up on late payments
• Complete vendor onboarding docs: credit apps, engagement letters, CC and insurance forms
• Maintain Google Drive and Notion with proper naming conventions and organized folders
• Handle one-off research, supplier communication, and general administrative support

Customer Experience & Product Operations

• Monitor Instagram comments/DMs; triage, reply or escalate; re-post tagged stories
• Manage product complaint intake; summarize issues and produce Product Solution reports
• Run product surveys, collate insights, and recommend CX/product improvements
• Help cultivate a community for high-LTV customers to delight and surprise them

Creative & Content Coordination

• Source/coordinate UGC and track creative flow across stakeholders
• Create simple mockups and assets using AI/design tools; update pamphlets, sell sheets, and marketing materials
• Research topics for blog/content; prepare briefs for collaborators
• Maintain content libraries so brand assets remain current and accessible

Skills, Knowledge and Expertise

Required:

• Shopify admin experience (order processing, shipping, basic catalog/admin tasks)
• Hands-on experience with task management tools (e.g., Notion, Asana, Trello)
• Proven operations/logistics support, including 3PL coordination, inventory tracking, POs, and invoicing
• Excellent written and spoken English; confident communicator with suppliers, partners, and customers
• Ability to work Monday Friday, 8:00 AM 5:00 PM Eastern Time (40 hours/week)

WFH Set-Up:

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

Your Superpowers:

• Extreme organization, prioritization, and multitasking; you bring order to moving parts
• Proactive ownership: you fill in gaps, anticipate needs, and close loops without hand-holding
• Strong administrative and communication skills; crisp documentation and follow-through
• Google Workspace (Drive, Sheets, Docs, Calendar) and Slack proficiency
• Information management (file taxonomy, naming conventions) and basic accounting admin (invoices, payment follow-up)
• Social moderation (Instagram) and content coordination; familiarity with AI content tools/Canva is a plus