Sales and Operations Executive Assistant

We are looking for a Full-Time Virtual Executive Assistant to join our growing team for our
printing & personalized service business in Southern California, and would like to hire someone
experienced from the Philippines for a long-term position, Graveyard Shift 8/9 am-5/6 pm PST
only!

Your Responsibilities:

Communicate daily directly with Team members in Southern California (Pacific
Standard Time - PST zone)
Assist our Managing Director, Top Management, and/or Team Managers with
daily tasks for Sales/Operations, Production & Marketing tasks
Assist CEO, Officer Manager, Accounting Manager, and/or Team Supervisor
whenever assigned a joint task, such as completing corporate forms, organizing sensitive
data, provide project reminders, etc.
Reading and analyzing incoming emails/information, and submissions, and organizing them
as needed
Organize daily tasks for the Managing Director, Top Management, and/or Team Managers
at the beginning and end of each working day
Organize emails (multi-Gmail delegation) & retrieve information/files on various
systems. The data entry from these emails & information onto various systems for
assigned estimate/order
Daily Cooperation with other Team members to assist in joint projects & it assigned
tasks for Sales/Operations, Production & Marketing tasks
Organize files & Retrieve information on our online filing system (NAS)
Data entry & Retrieve information using Asana, Gmail, Google
Drive/Sheets/Docs, our printing software systems, and any other apps/software utilized by
the company
Any other Sales/Operations, Production & Marketing tasks that
surfaced? Provide daily progress reports via chosen app/software by
supervisor/management
Attend necessary training/coaching sessions, and/or mandatory meetings

Job Requirements:

Excellent verbal & written English communication
Minimum basic understanding of common American-English shorthand
vocabulary & abbreviations
Can multi-task at least 5 complex projects/workflows at any given moment under pressure,
while keeping an eye on constant communication (messaging or email).
Must be able to meet deadlines in a fast-paced & quick-changing environment.
Prioritize & adjust daily as needed ~ Ability to work effectively with minimal supervision,
while organizing a daily workload by priorities. Anticipate future needs and deadlines,
quick yet reliable re-organization for all tasks (range from simple to complex)
Critical Thinking & Be Proactive ~ come up with solutions & ideas by thinking
'Out-of-the-box' for different scenarios, proactive approach to problem-solving with good
decision-making skills. Continually look for a better way of doing things.
Fast scanning & good memorization skills ~ Reading, analyzing, researching and
organizing data to provide the correct necessary information for the appropriate Dept or
Team member.
Provide administrative support along with exceptional attention to detail ~ Work closely
and effectively with Team Members to keep him/her well-informed of upcoming
commitments and responsibilities for that day, the next day, and the entire week.
Team-oriented philosophy ~ Capacity to quickly learn organizational structure & the
objectives of the Team, providing continual updates on internal & external
Department requests, and treating confidential information with appropriate
discretion.
Strong interpersonal & communication skills ~ preferably with excellent office professional
& marketing written knowledge and personalized communication skills are critical factors
in the daily administration of this position
Can work Graveyard Shift between M-F 8/9 AM to 5/6 PM PST. The expected working hours
will be 9-12 hours per day, 5-6 days a week, 30-minute or 1-hour lunch/breakfast break.
Can be on virtual calls with 2+ management Team Member to take daily notes & update
various tasks
Can accommodate scheduled weekly meetings & trainings during California work hours,
and Philippines time zone as needed (Even if already worked 10 hours on the same
day)
Has work experience as a virtual Assistant (must), Schedule Organization, and Data System
Entry, Email Management, Sales or Marketing. Team-oriented related work experiences
(minimum 2 years, prefer 5+yrs if combined)
Has Microsoft Office & Adobe Reader applications, AND good knowledge of Excel &
Word features
Good understanding of Google Drive & Google Sheets/Docs, including editing &
sharing features
Good knowledge of the Gmail system & Delegation features
Fast learner of new software & applications

Required Equipments:

Reliable computer (minimum of 12Gb RAM) with mouse, which can run & operate at least
8+ apps with 5+ browser windows (5+tabs each) at the same time
Noise-cancellation headset with mouthpiece (minimum 15+hr talk time if wireless)
Additional computer or TV screen to effectively monitor various projects' progress
Stable wired internet connection (minimum of 60/90Mbps), NOT pre-paid wireless
modem dependable on the cellular network only

Desired Personal Qualities:

More important than qualifications – those are the personal qualities that we are looking for in
our team members!
1. Self-starter & able to perform efficiently in a fast-paced & intense work environment.
2. Can learn alone effectively & proactively complete tasks with accuracy, after ONLY
basic training & given information from Team members or other resources. 3. Open,
honest, and direct about personal needs, knowledge, abilities, availability, and interests.
4. Loyal & caring for personal workspace and other Team members.
5. Smart & capable of adjusting to sudden transitions & rapid-changing work environment.
6. Understanding & acceptance of various work mode personalities, especially under
pressure or time constraints.
7. Serious attitude ~ Wants to be taken seriously and can contribute significantly to
the workplace in the present & future.

What you'll get:

Work from home every day!
Minimum 50+ hours per week!
Paid Training & Self-study hours
Potential monthly bonuses/rewards & yearly raises based on performance (including a
Christmas “13th Month” bonus)
Payout every other Friday
Paid Birthday and/or Personal Days off if earned
Major USA Holidays Off