40727957908 - Executive Assistant (Operations & Finance)

Job Description

OPEN TO LATAM

FULL TIME 

REMOTE

Position: Executive Assistant (Operations & Finance Focused)

Type of contract: Independent contractor 

Role Overview:

We are seeking a highly organized and detail-oriented Executive Assistant with a strong focus on operations and finance. This role will play a critical part in managing retail invoicing, logistics coordination, and administrative processes, ensuring smooth day-to-day operations. The ideal candidate is proactive, analytical, and highly proficient in Excel, Notion, and other productivity tools.

Key Responsibilities:

Retail & Finance Support:

• Manage weekly invoicing to ensure accuracy and timely processing.
• Oversee EDI (Electronic Data Interchange) transactions for retail partners.
• Coordinate shipping fulfillment and 3PL (Third-Party Logistics) operations.

Operations & Logistics

• Handle routing requests to ensure compliance with retail and distributor requirements.
• Track and update shipment status, proactively resolving any delays or issues.
• Support forecasting and stockkeeping to maintain optimal inventory levels.

Administrative & Process Support:

• Complete and submit PO (Purchase Order) forms with attention to detail.
• Assist with onboarding for new team members, vendors, or partners.
• Maintain and update records for finance, logistics, and operations.

Tools & Skills:

• Excel & Google Sheets: Strong ability to manage and analyze data.
• Notion & Productivity Tools: Comfortable with workflow automation and documentation.
• EDI Systems Experience with retail data exchange and processing.
• Attention to Detail: Ensuring accuracy in invoices, PO forms, and shipment records.
• Problem-Solving Mindset: Proactively managing operational and financial tasks efficiently.