chief of staff/ Executive Assistant - freelance, remoteMagic

Chief of Staff/Executive Assistant - Freelance, RemoteDepartment: Support & LeadershipEmployment Type: Full TimeLocation: PhilippinesReporting To: Client via MagicCompensation: $7.00 / hourDescriptionAbout the Client
An e-commerce brand consolidator that acquires and scales beautiful, multi-channel consumer brands across Shopify, retail, and Amazon. Led by experienced founders and operators with multiple exits and top-tier credentials, they specialize in turning complex situations into durable growth. They partner with visionary entrepreneurs to accelerate adoption and build lasting brands.Why does this role exist?
As the portfolio scales, the Brand Manager (CEO of a brand) needs a Chief of Staff to own operations, scheduling, and cross-functional execution so leadership can focus on high-level growth. This role turns strategy into organized, on-time delivery across logistics, finance/admin, customer experience, and creative workflows-removing bottlenecks, closing loops, and keeping the operating cadence tight. The goal is to create leverage for the Brand Manager by proactively handling day-to-day tasks and ensuring initiatives move from plan to done.The Impact you'll makeOperations & Logistics
Manage relationships with 3PL partners; oversee shipments, restocks, and freight coordination
Track inventory levels, complete monthly inventory inputs, and reconcile data with 3PL reports
Create, manage, and revise Purchase Orders (POs) for customers and 3PL; liaise on order statuses
Ship products via Shopify and ensure order accuracy and timely fulfillment
Executive Enablement & Program Management
Own the Brand Manager's calendar, priorities, meeting prep, and follow-ups
Set up one-to-one meetings with direct reports and coordinate cross-functional meetings
Translate goals into tasks/timelines in Notion or a task tool; monitor progress and surface blockers
Provide weekly operational updates and KPI snapshots to keep leadership informed
Finance, Admin & Information Management
Create, manage, and revise customer invoices; follow up on late payments
Complete vendor onboarding docs: credit apps, engagement letters, CC and insurance forms
Maintain Google Drive and Notion with proper naming conventions and organized folders
Handle one-off research, supplier communication, and general administrative support
Customer Experience & Product Operations
Monitor Instagram comments/DMs; triage, reply or escalate; re-post tagged stories
Manage product complaint intake; summarize issues and produce Product → Solution reports
Run product surveys, collate insights, and recommend CX/product improvements
Help cultivate a community for high-LTV customers to delight and surprise them
Creative & Content Coordination
Source/coordinate UGC and track creative flow across stakeholders
Create simple mockups and assets using AI/design tools; update pamphlets, sell sheets, and marketing materials
Research topics for blog/content; prepare briefs for collaborators
Maintain content libraries so brand assets remain current and accessible
Skills, Knowledge and ExpertiseRequired:
Shopify admin experience (order processing, shipping, basic catalog/admin tasks)
Hands-on experience with task management tools (e.g., Notion, Asana, Trello)
Proven operations/logistics support, including 3PL coordination, inventory tracking, POs, and invoicing
Excellent written and spoken English; confident communicator with suppliers, partners, and customers
Ability to work Monday-Friday, 8:00 AM-5:00 PM Eastern Time (40 hours/week)
WFH Set-Up:
Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
Internet speed of at least 40MBPS
Headset with an extended mic that has noise cancellation and a webcam
Back-up computer and internet connection
Quiet, dedicated workspace at home
Your Superpowers:
Extreme organization, prioritization, and multitasking; you bring order to moving parts
Proactive ownership: you fill in gaps, anticipate needs, and close loops without hand-holding
Strong administrative and communication skills; crisp documentation and follow-through
Google Workspace (Drive, Sheets, Docs, Calendar) and Slack proficiency
Information management (file taxonomy, naming conventions) and basic accounting admin (invoices, payment follow-up)
Social moderation (Instagram) and content coordination; familiarity with AI content tools/Canva is a plus
You should apply if...
You thrive in fast-paced, scaling environments and love turning strategy into action
You're comfortable with ambiguity, escalate blockers early, and take pride in getting things done
You enjoy wearing many hats-from logistics and admin to CX and light creative coordination
You care about details, communicate clearly, and keep leaders focused on the highest-value work
What to expect...Work Setup:
Remote position
Must have a reliable internet connection and a quiet workspace
Required to provide own computer with Intel Core i5 or something similar or higher operating system
Working Hours:
40 hours per week
Monday - Friday: 8:00 am - 5:00 pm (Eatern Time)
Compensation:
$7 per hour
No benefits package included
Benefits
Magic

Taguig City, Metro Manila
US$7.00 per hour
Contract
Full-time