Procurement & Executive VA

About the Role We're a multi-brand CPG operator scaling two functional herbal beverage brands. We need a sharp, detail-oriented VA who can operate across four functions: Cut our COGS by researching alternative ingredient and packaging suppliers Keep our team accountable to contribution margin targets (CM1) Support day-to-day accounting in QuickBooks Build and maintain clean operational data in Google Sheets and Claude AI This is a high-ownership role. You'll be working inside our actual numbers and sourcing real vendors that move our P&L. What You'll Own Procurement Research Source alternative vendors for ingredients (herbs, functional extracts, botanicals) and packaging/shipping supplies comparable to Uline (corrugate, poly bags, labels, void fill, tape) Build and maintain a structured supplier comparison sheet (pricing, MOQs, lead times, certifications, sample availability) Reach out to vendors, request quotes, and log all responses Flag any switching opportunity with 10%+ COGS reduction potential Accounting Support Reconcile transactions, categorize expenses, and maintain clean books in QuickBooks Assist with invoice tracking, vendor payments, and expense reporting Pull basic financial reports (P&L, expense breakdowns) on a weekly or monthly cadence Flag discrepancies or anomalies to ownership proactively Executive Accountability Track CM1 targets across SKUs and production runs Send structured daily/weekly accountability updates to team members Maintain an ops dashboard in Google Sheets with margin benchmarks, open vendor tasks, and team deliverables Surface blockers before they become problems AI-Assisted Operations Use Claude AI to assist with drafting vendor outreach, summarizing supplier research, building SOPs, and organizing data Comfortable prompting AI tools efficiently to speed up research and documentation tasks You're the Right Fit If: You've worked in CPG, food & bev, supplements, or manufacturing operations You're comfortable inside QuickBooks and can handle basic bookkeeping without hand-holding You build clean, structured Google Sheets — not messy ones You've used Claude AI or similar LLMs as a real work tool, not just casually You understand what CM1 is and why it matters to a product business You communicate clearly, flag issues early, and work independently Tools You Must Know: QuickBooks Online ✓ Google Sheets ✓ Claude AI ✓ Email / vendor outreach ✓ Notion or Airtable (a plus)