Executive Virtual Assistant for Luxury Fashion Label

Overview: I am the founder and creative director of a growing luxury vegan leather handbag brand that operates on a monthly drop model exclusively online. I am looking for a highly organized, proactive Executive Virtual Assistant to become my right hand in the business. This is not a task list role. I need someone who can take ownership of the administrative and operational side of the business so I can stay focused on creative direction, product development, and brand growth. I need someone who takes initiative, communicates clearly, follows through without being chased, and genuinely cares about helping a growing brand operate at a higher level. If you are the type of person who gets satisfaction from bringing order to chaos, this role is for you. --- What You Will Own: Calendar and Schedule Management - Manage my calendar and keep it organized and up to date - Schedule all meetings, send Zoom or Google Meet links to all parties, and add everything to my calendar - Send me reminders for upcoming deadlines, meetings, and important dates - Block off travel, creative days, strategy days, and time off when communicated - Send me a Sunday rundown every week outlining what needs to be completed that week based on our goals and priorities Contractor and Project Coordination - Be the point of contact between me and all contractors (graphic designer, ads strategist, Klaviyo specialist, photographers, videographers, models, etc.) - Draft and send contract agreements to contractors and track who has signed - Collect signed contracts and file them properly in Google Drive - Follow up on outstanding deliverables so I do not have to chase anyone - Pay approved invoices when directed Finance and Bookkeeping Support - Collect all receipts and invoices I send over and organize them in QuickBooks - Keep bookkeeping current on a weekly basis so nothing piles up - Flag any expenses that seem off or need my attention Google Drive and Asset Organization - Maintain an organized Google Drive structure for all brand assets, contracts, campaign files, UGC content, and documents - Ensure our ads strategist always has the correct campaign assets organized and easy to access - Keep UGC videos organized by campaign and clearly labeled Notion Management - Manage and maintain our Notion workspace as the central operating system for the business - Keep task lists, production calendars, team directories, inventory trackers, and campaign timelines updated - Be able to walk me through Notion and help me understand how to use it effectively so I can stay on top of what is happening in the business week to week - Update the workspace as the business evolves and new needs arise Operations Support - Monitor supplies and inventory levels and flag when anything is running low - Assist with SKU organization and making sure product information is accurate - Support drop launch preparation by making sure all tasks are completed on time leading up to launch day - Help maintain the production calendar so orders are placed on time and nothing falls through the cracks --- Who I Am Looking For: - Minimum 2 years of experience as an Executive VA or Operations Assistant - Strong Notion experience — you should be able to navigate, manage, and teach Notion confidently - Experience supporting a founder, CEO, or small business owner in a fast paced environment - Familiarity with QuickBooks for basic bookkeeping organization - Google Drive organization experience - Experience with e-commerce, fashion, or DTC brands is a strong plus - Shopify familiarity is a plus - Excellent written communication — you will occasionally communicate on my behalf - Highly organized, detail oriented, and proactive - Available during US business hours with reliable response times - Someone who takes ownership and does not need constant direction --- Tools You Will Work In: - Notion - Google Drive - QuickBooks - Shopify (basic) - Zoom and Google Meet - Slack - GoDaddy email (Outlook) --- To Apply: Tell me about a time you helped bring organization and clarity to a founder or executive who was overwhelmed. What systems did you put in place and what was the result? Also confirm your experience level with Notion specifically.