Assist World

Ecommerce

• Monitor and forecast inventory levels using existing templates
• Plan and execute inventory replenishment
• Place purchase orders with vendors
• Coordinate shipments with freight carriers
• Track inventory movement and ensure lead times are met
• Process customer orders twice daily (morning & afternoon)
• Download order reports and upload into shipping software (ShipStation)
• Generate and organize shipping labels by SKU
• Send sorted labels to warehouse for fulfillment
• Upload tracking numbers back into Walmart
• Review and confirm purchase orders from Walmart
• Coordinate inventory availability with warehouse/vendor
• Schedule and manage carrier pickups
• Generate required documentation:
• Bill of Lading (BOL)
• Advanced Shipment Notice (ASN)
• Invoice
• Maintain inventory levels across all channels
• Track overseas shipments with 60–90 day lead times
• Provide weekly production quotas to vendors
• Assist with pricing and sourcing (manufacturers + freight)
• Accurately enter all transactions into QuickBooks
• Maintain clean and organized financial records
• Daily checks on product listings and ad placements
• Enter inventory received from vendors
• Open and manage cases with Amazon/Walmart when issues arise

E-commerce Operations Assistant

Social Media Manager

• Create and schedule social media posts across platforms (Instagram, Facebook, LinkedIn, etc.)
• Source existing photos and videos from approved asset libraries and edit/repurpose into social-ready content
• Use Canva (and provided templates) to produce on-brand graphics and posts
• Write engaging captions and copy that align with each client's brand voice
• Maintain a consistent content calendar across accounts
• Monitor Meta Ads and Google Ads campaigns — flag performance issues and opportunities
• Set up new ad campaigns and creative as directed
• Ensure content and creative assets are properly uploaded and live
• Pull performance reports from Meta, Google, and other platforms
• Compile KPI summaries using AI tools and/or existing reporting templates
• Track key metrics and flag notable trends to Rachel on a regular basis
• Assist with general admin and workflow coordination across client accounts

Social Media Manager – Marketing VA

Customer Support

• Monitor and manage the founder's email inbox; triage and prioritise daily action items
• Draft email responses and compile a daily review list for founder approval before sending
• Monitor the wholesale inbox and draft outreach/responses for wholesale leads and partnerships
• Manage calendar, schedule calls, and coordinate follow-ups
• Help keep the founder organised, focused, and ahead of deadlines
• Handle customer enquiries via email, SMS, and any live channels within defined SLAs
• Use Shopify Admin to investigate orders, fulfillment statuses, and customer history
• Resolve issues with empathy, speed, and brand-aligned communication
• Coordinate with store teams and fulfillment to close cases end-to-end
• Maintain and update macros, FAQs, and lightweight SOPs
• Identify recurring issues and flag them with suggested fixes
• Provide a daily summary of volume, themes, and escalations

Executive Assistant – Customer Experience Specialist

Administrative Assistant

• Perform daily/weekly checks to confirm automations and data imports are running correctly; log and flag any issues
• Apply routine website content updates (copy-paste level; custom PHP/HTML backend — no coding required)
• Check and maintain marketing material stock levels across warehouse and office locations via phone/email
• Serve as a communication liaison — checking in with internal team members on behalf of the owner and relaying anything that needs his attention
• Handle general admin tasks as assigned (Google Workspace — Docs, Sheets, Gmail)
• Manage the general company inbox (info@) — sorting, forwarding to relevant departments, and sending holding/clarification replies where needed (As trust develops)
• Act as a first filter for inbound inquiries, distinguishing buy-side vs sell-side contacts and routing accordingly (As trust develops)
• Support calendar management for the owner (As trust develops)

Executive and Admin Assistant

• Handle a high volume of inbound customer calls throughout the day
• Conduct outbound follow-up calls and customer callbacks as needed
• Enter customer information and updates accurately into internal systems
• Document customer conversations and maintain detailed notes
• Address customer questions, concerns, and service issues professionally
• Assist customers with order-related requests and product changes where appropriate
• Deliver a positive customer experience while maintaining efficiency
• Redirect conversations naturally and keep interactions focused on customer needs

Customer Service Representative - Home Products

Executive Assistant

• Manage incoming leads from marketing channels
• Track all inquiries within the CRM (GoHighLevel)
• Ensure leads are properly categorized and updated
• Collect initial information from prospective clients
• Schedule consultations between the attorney and prospective clients
• Maintain accurate CRM records and lead history
• Follow up with prospective clients via email, text, and phone
• Maintain structured follow-up timelines for leads
• Confirm appointments and ensure clients have required information
• Manage meeting scheduling and calendar coordination
• Organize client-related communications and reminders
• Review incoming emails and identify messages requiring attention
• Assist with mass email campaigns and automate emails
• Support administrative organization of the practice

Executive Virtual Assistant – CRM, Lead Management, Administrative Support – Legal Industry

Bilingual

• Answer incoming emergency maintenance calls from tenants
• Assess and triage maintenance issues (determine urgency and next steps)
• Contact and dispatch third-party emergency maintenance vendors
• Clearly communicate issue details to vendors
• Confirm vendor dispatch and estimated arrival times
• Follow up with tenants to confirm technician arrival
• Track job progress and confirm completion
• Conduct post-service follow-ups with tenants (gather feedback)
• Document all interactions and updates in system

Overnight Emergency Maintenance Coordinator, Bilingual

• Monitor and manage incoming calls, emails, and voicemails
• Review tenant requests via property management system
• Coordinate non-emergency maintenance requests with vendors
• Route inquiries to appropriate departments or personnel
• Maintain organized records of communications and requests
• Ensure timely responses to tenants and stakeholders
• Review maintenance requests submitted via tenant portal
• Dispatch appropriate vendors for non-emergency issues
• Track progress and follow up on completion
• Maintain communication between tenants and vendors
• Manage CEO calendar and scheduling
• Coordinate travel arrangements
• Attend virtual meetings, courses, or trainings
• Transcribe meetings and summarize key points/action items
• Assist with administrative tasks for leadership

Office & Executive Assistant – Property Management

Financial Planning and Analysis

• Manage complex calendars, scheduling, and meeting coordination
• Coordinate domestic travel arrangements and itineraries
• Monitor and manage executive inboxes
• Delegate tasks and communications appropriately
• Prioritize emails and action items within CRM workflows
• Ensure deadlines, initiatives, and follow-ups stay on track
• Work closely with leadership to maintain organizational alignment
• Utilize Salesforce CRM to organize tasks, priorities, and communications
• Create and maintain prioritized action lists
• Track ongoing projects and accountability items
• Support internal workflow coordination across departments
• Coordinate client-related logistics and follow-ups
• Draft and respond to communications on behalf of executives when appropriate
• Serve as a professional point of contact for clients and internal stakeholders
• Build trusted relationships with clients and team members
• Post approved content to LinkedIn and company social channels
• Utilize compliant posting systems (e.g., SaySocial)
• Assist with maintaining consistent executive and company visibility online
• Assist with occasional personal administrative tasks
• Help streamline day-to-day logistics to maximize executive productivity

Executive Assistant – Wealth Management

• Manage calendars, scheduling, and speaking engagements
• Coordinate travel logistics and itineraries
• Ensure scheduling alignment to prevent overbooking and conflicts
• Assist with inbox organization and communication follow-up
• Follow up with prospective and existing coaching clients
• Coordinate communication with financial advisors and industry contacts
• Maintain strong responsiveness and relationship management standards
• Track leads, conversations, and follow-up activity
• Assist in building and organizing a CRM system for the coaching business
• Help evaluate and maintain technology and workflow systems
• Create organizational processes to improve efficiency and scalability
• Assist with planning and coordinating in-person events throughout the year
• Communicate with vendors and venue partners
• Coordinate logistics, materials, timelines, and pre-event organization
• Help manage event-related administrative details
• Support basic social media posting and content coordination
• Help maintain visibility and communication consistency across channels

Administrative Assistant – Operations Coordinator

• Manage multiple inboxes and calendars across two companies
• Prioritize communications and flag urgent matters
• Draft and respond to emails on behalf of the executive
• Coordinate meetings, scheduling, travel, and follow-ups
• Organize tasks, action items, and ongoing priorities
• Prepare summaries and follow-up communications from recorded meetings and calls
• Assist in organizing systems, documentation, and internal workflows
• Use Claude and other AI tools to support operational workflows
• Improve AI-generated outputs to ensure professional, human-quality communication
• Help develop and maintain SOPs (Standard Operating Procedures)
• Identify opportunities to improve processes and operational efficiency
• Conduct business, vendor, and market research
• Evaluate software tools and operational alternatives
• Support due diligence and operational review processes
• Assist with relationship management and business development activities
• Help maintain project organization across multiple initiatives
• Anticipate needs and proactively solve problems
• Provide thoughtful feedback and recommendations
• Help the executive stay organized, focused, and accountable
• Gradually take ownership of recurring operational responsibilities
• Serve as a trusted operational partner over time

Executive Assistant – Strategic Operations Coordinator, AI, Salesforce

• Answer all incoming calls in a professional, friendly, and polished manner.
• Use a provided decision tree and extension list to identify the caller’s needs and route calls.
• Take detailed messages when the appropriate contact is unavailable and ensure timely follow-up.
• Manage periods of higher call volume while maintaining a calm, courteous demeanor.
• Provide basic information to callers based on FAQs, scripts, and reference documents.
• Maintain a high level of customer care in all interactions, representing a premium, high-end brand.
• Capture and update caller information and call details into a CRM or project management system.
• Assist with simple spreadsheets and data entry.
• Suggest improvements to scripts or workflows where appropriate.
• Keep internal documentation accurate and up to date.

Receptionist – Customer Support Assistant

• Support a VP of Operations & Finance at a fast-growing company
• Digitize and organize large volumes of documents (Google Drive)
• Maintain structured filing systems (digital + inbox)
• Organize inbox using folders, labels, and automations
• Track and manage corporate credit card expenses
• Match receipts to transactions
• Prepare expense reports for accounting
• Support ongoing construction project coordination
• Track invoices and ensure proper documentation
• Manage both personal + professional calendar
• Schedule meetings, appointments, and commitments
• Act as a right-hand support to a senior executive
• Help prioritize tasks and improve workflow efficiency
• Assist with ad hoc admin tasks

Executive Assistant – Operations & Admin VA

Affiliate Manager

• Post Affiliate Pro admin, configuration, and support
• Liaise with Specific Tech Team on dev work and custom APIs
• Support Marketing — keep materials and products updated
• Manage product links
• Commission reports and configuration

Affiliate Operations, Post Affiliate Pro Admin

• Collect and confirm availability for interview time blocks provided by the TA Lead.
• Send templated scheduling emails to candidates (if applicable) or internal reminders for the TA Lead.
• Create and send calendar invites for all interviews and follow-up meetings.
• Track and manage any reschedules or cancellations, updating all relevant calendars and ATS records.
• Maintain up to date candidate records in the ATS, including full documentation of candidate information, notes, and interview outcomes.
• Update candidate stages after key recruiting activities ( screens, DZs, interviews) to maintain pipeline accuracy.
• Ensure all required fields are completed for every candidate record.
• Organize candidate files, documents, and notes for clarity and accessibility.
• Follow standardized checklists for data entry to maintain consistent formatting and accurate reporting.
• Prepare standardized candidate profile summaries for the TA Lead using a structured template.
• Pull and consolidate relevant information from resumes, notes, and past communications.
• Ensure profiles are clean, consistent, and ready for review to reduce prep time for the TA Lead.
• Review and flag any missing or inconsistent information for clarification before submission.
• Monitor inbound candidate applications through Manatal and its AI scoring system.
• Identify candidates that meet minimum score thresholds for consideration by the TALead.
• Initiate templated screening invitations and coordinate scheduling directly into the TA Lead’s calendar.
• Update ATS records with candidate progress and ensure accurate tracking of inbound pipelines.
• Follow structured checklists to maintain consistency across multiple applications and roles.
• Follow all defined workflows and standard operating procedures for recruitment administration.
• Ensure all repetitive or time-sensitive recruiting tasks are completed accurately and on schedule.
• Provide regular updates to the TA Lead on outstanding tasks, bottlenecks, or discrepancies.
• Maintain a clean, organized record of all completed activities for reporting and audit purposes.
• Use pre approved templates for any candidate and internal communications (interview scheduling, re-scheduling)
• Keep a library of standard templates and checklists up-to-date for efficiency and compliance.
• Assist in generating reports from the ATS or other recruitment systems as requested by the TA Lead.
• Ensure data is accurate, up to date, and formatted according to reporting requirements.
• Flag anomalies, trends, or errors that could affect recruitment decisions.