Virtual Assistant

Job Description: Virtual Assistant
Position Title: Virtual Assistant
Reports To: Director
Position Overview:
We are seeking a highly organized, proactive, and tech-savvy Virtual Assistant to join our dynamic team. The Virtual Assistant will provide administrative support to ensure the efficient operation of the office, with a specific focus on managing Shopify and eBay orders, uploading products to eCommerce platforms, and researching competition. This role requires excellent communication skills, a keen attention to detail, and the ability to work independently with minimal supervision.
Key Responsibilities:
Administrative Support:
Manage email correspondence, including filtering and prioritising emails, drafting responses, and scheduling follow-ups.
Handle calendar management, scheduling meetings, and coordinating appointments.
Prepare and edit documents, reports, and presentations.
Perform data entry and maintain accurate records and databases.
Communication:
Serve as the first point of contact for clients and stakeholders, providing professional and courteous communication.
Coordinate and manage internal and external communication.
Conduct research and gather information as needed.
Project Management:
Assist in the planning and execution of projects, ensuring deadlines are met.
Track project progress and provide regular updates to the team.
Collaborate with team members to achieve project goals.
Technical Tasks:
Utilize various software and tools to streamline tasks and improve efficiency.
Maintain and update websites, social media accounts, and other digital platforms.
Troubleshoot and resolve minor technical issues.
Shopify and eBay Order Management:
Process and manage Shopify and eBay orders from initiation to fulfillment.
Track inventory levels and coordinate with suppliers to ensure stock availability.
Handle customer inquiries related to orders, shipping, and product information.

Resolve order issues, including cancellations, refunds, and exchanges.
Generate and analyse sales reports to provide insights and recommendations.
Product Management:
Upload products to eCommerce platforms, including writing detailed product descriptions, uploading images, and setting prices.
Ensure all product listings are accurate, optimised for search, and regularly updated.
Monitor and manage inventory levels to prevent stockouts or overstock situations.
Competition Research:
Conduct research on competitors to understand their product offerings, pricing strategies, and marketing tactics.
Compile and analyze data to identify market trends and opportunities.
Provide regular reports and recommendations based on competitive analysis.
Customer Support:
Respond to customer inquiries and provide support through email, chat, or phone.
Handle customer complaints and escalate issues as necessary.
Maintain a high level of customer satisfaction.
Miscellaneous:
Conduct market research and compile data as requested.
Manage travel arrangements and itineraries.
Perform other related duties as assigned to support the business.
Qualifications:
Proven experience as a Virtual Assistant or in a similar administrative role.
Experience with Shopify and eBay order management and eCommerce platforms.
Excellent written and verbal communication skills.
Strong organisational and time-management abilities.
Proficient in Microsoft Office Suite, Google Workspace, and other relevant software.
Familiarity with project management tools (e.g., Asana, Trello) is a plus.
Ability to work independently and handle multiple tasks simultaneously.
High level of discretion and confidentiality.
Strong problem-solving skills and attention to detail.
Reliable internet connection and a suitable home office setup.
Education:
High school diploma or equivalent required.
Associate or Bachelor’s degree in Business Administration or a related field preferred.

Working Conditions:
This is a remote position, requiring reliable internet access and a quiet work environment.
Flexibility in working hours may be required to accommodate different time zones and urgent tasks.
How to Apply:
Interested candidates should submit their resume and a cover letter detailing their relevant experience and explaining why they are the ideal candidate for this position to Click to view

This job description outlines the primary responsibilities and requirements for the Virtual Assistant position and may be subject to change based on the needs of the organisation.

Michael Ranger
Director/Occupational Therapist
Aesthetics Healthcare
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