Full-Time Virtual Assistant (Customer Service & Admin Support)

Full Job Description

About Us:

We’re a fast-growing U.S.-based lifestyle brand that designs and sells eco-friendly wooden accessories—primarily sunglasses and watches. For every product sold, we plant 10 trees, with over 160,000 planted to date. Our customers include individuals, retailers, and corporate clients who value quality, sustainability, and meaningful impact.

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Position Overview:

We’re looking for a full-time Virtual Assistant fluent in English and confident speaking on the phone with customers. This role is key to maintaining excellent customer service, supporting wholesale outreach, and completing daily administrative tasks. During downtime, we expect you to proactively learn, optimize internal processes, and suggest improvements that help the business grow.

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Our Tech Stack:

• Slack – team communication

• Gmail – email support

• JustCall – phone and SMS platform

• Shopify – monitor orders and account info (no fulfillment/engraving tasks)

• Gorgias – customer support inbox

• HubSpot – wholesale and corporate CRM

• Asana – task/project management

• AfterShip – track delivery issues

• Hubstaff – time tracking

• Faire / Etsy / Amazon / TikTok Shop – maintain seller platforms and outreach

Bonus If You Have:

• Experience with sales / account management

• Passion for eco-conscious brands and sustainability

Job Responsibilities

• Answer and return phone calls and txt messages using JustCall phone app/website

• Respond to emails and support tickets (Gmail, Gorgias)

• Communicate with wholesale partners and prospects (via HubSpot)

• Follow up on draft orders and unpaid invoices

• Monitor and respond to social media inboxes (Instagram, Facebook)

• Organize and download user-generated content (UGC)

• Maintain up-to-date CRM notes and lead records

• Stay organized using Asana for task management

• Be available on Slack during work hours and respond promptly (within 3–5 minutes)

• Use Hubstaff for time tracking and reporting

• Take initiative during slow periods to improve systems, learn product details, or bring forward helpful suggestions

• Manage and edit product listings on Shopify (consumer + B2B), Etsy, Faire, Amazon, TikTok Shop, and other platforms

• Other admin tasks that arise

• Managing calendar/schedule/emails of CEO

Job Requirements

• Fluent in English with excellent verbal and written communication

• Experience using Shopify is required

• Full-time availability (U.S. Central Time preferred)

• Confident with phone calls and customer communication

• Fast learner, self-starter, and detail-oriented

• Must be responsive on Slack during work hours

• Comfortable using Hubstaff for tracking hours

• Reliable computer and strong internet connection

Skills Required

• Shopify - Intermediate
• Customer Service - Intermediate
• Sales Representative - Intermediate
• Influencer Outreach - Beginner

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