Personal / Executive Assistant

Beauty on Toast is a K-Beauty shop that operates on multiple marketplaces. We work with brands directly from South Korea. We are looking for a Virtual Assistant who will be the essential support for our owner and CEO Donald (DJ).

You will be DJ’s right-hand assistant who helps him stick to his weekly planning and who handles most of his inbound messages and calendar scheduling.

If you’re successful, your work will allow him to focus on growing the business using his unique abilities, rather than managing hundreds of small details that drive him absolutely crazy!

The Virtual Assistant will need to effectively:

– Complete daily tasks related to the business
– Organize multiple multistep projects and keep DJ organized
– Adhere to timelines
– Communicate using various methods, including email, screenshots, Google Meet, or asynchronous videos (like Loom or Soapbox)
– Maintain a high level of proficiency in US English, using Grammarly as needed
– Proactively find ways to take tasks off the CEO’s hands
– Work independently with minimal direction
– Follow and update our Standard Operating Procedures (SOPs) as needed
– Complete projects of varying sizes as outlined by DJ

Specific Duties:

– Follow, develop, and update SOPs proactively
– Manage DJ’s emails, adhering to SOPs and updating them as needed. Ensure all communications include correct spelling and grammar, checked by Grammarly
– Assist DJ with weekly planning and time system tracking
– Manage DJ’s schedule according to his preferences and create/update an SOP to document these preferences
– Pull data and create KPI reports to measure business success
– Use Bitwarden for password management and ensure all login information remains confidential
– Track important metrics using data from marketplaces, affiliates, or accounting reports, importing and analyzing data in Google Sheets as needed
– Learn digital marketing and administrative workflows using available training resources and assist the team as needed
– Handle personal tasks and projects for DJ, such as categorizing personal spending and booking flights and hotels

Ideal Candidate Qualities:

– Timely and punctual
– Detail-oriented and organized
– Efficient and a problem solver
– At least one year of experience as an Executive Assistant or in project management in a fast-paced environment
– Able to maintain a quiet work environment with a cell phone, computer, and high-speed internet with minimal interruptions
– Naturally positive, bright, quick, and a fast action taker
– Professional and respectful in communication
– Knowledge of ClickUp (or other project management tools), G Suite (Google Docs and Sheets), and Excel
– High-level communication skills, especially in written and verbal US English
– Ability to meet deadlines and deliver tasks on or ahead of schedule
– Thrives in organizing and executing small details

Bonus Skills and Experience:

– Knowledge of ClickUp for project management (similar to Trello or Asana)
– Proficiency in G Suite, Gmail, and Boomerang for Gmail
– Experience creating Google or Facebook ads
– Understanding of SEO and optimizing ads
– Bookkeeping skills
– Blogging experience
– Graphic design abilities
– Experience with influencer outreach via email or social media
– Ability to find and suggest better internal processes for a small company and for customer interactions

DJ’s 16personalities Type: INTJ

How to Apply

– Include the role’s title in your subject line.
– Attach a screenshot of your internet speed and 16personalities results.
– Send a video sharing why you think you’d be a good fit for this role, and show the number 3 in the video.