Executive Assistant to Founder - Shopify Ecommerce Fashion Brand

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Executive Assistant to Founder - Shopify Ecommerce Fashion Brand

company OnlineJobs.PH location Brand, Bavaria, Germany work mode remote posted 18 Jul

• Executive Assistant to Founder
• International Ecommerce Men's Fashion Brand | Full Time | Long Term | Remote
• We are hiring a highly organised, proactive, and detail-oriented Executive Assistant to work directly with the founder of a fast-growing men's fashion brand selling internationally on Shopify.
• This is a high-impact role for someone who loves building systems, documenting processes, and taking ownership of tasks so they never come back to the founder again.
• We are a family owned and operated business with strong ethical and family values. We treat our team with compassion and care, and we're committed to nurturing the right candidate: helping you grow your skills, develop your leadership ability, and become the best version of yourself. We also offer flexibility for family care, because we understand family comes first. If you need to work around school runs, appointments, or caring for loved ones, we'll make the schedule work with you, as long as the work gets done to a high standard.
• This is NOT a basic VA or customer support role. It is about supporting the CEO directly and improving business organisation and systems.
• We are looking for someone who can think critically, spot problems before they happen, and turn messy recurring tasks into clean, documented systems.
• Your main goal is simple: take repeat tasks off the founder's plate permanently, by doing them well and building the SOP so they run without him.
• **Responsibilities**
• Manage the founder's inbox: triage, draft replies, follow up so nothing is missed
• Communicate with business contacts such as warehouse teams, suppliers and billing.
• Monitor and moderate social media channels and delegate with customer support team
• Upload and maintain products in Shopify (titles, descriptions, collections, tags, metafields, images)
• Keep supplier communications on track: follow-ups, order confirmations, shipping updates
• Create and maintain SOPs for every recurring task (Loom videos plus written docs)
• Systemise workflows using Google Suite, Slack, and AI tools
• Use AI (Join our Claude Team Plan) daily to draft, summarise, research, and speed up work
• Audit your own work: catch errors before the founder ever sees them
• Escalate to the founder only when genuinely necessary
• **Essential Skills (do Not Apply Without These)**
• Excellent written and spoken English
• Shopify admin experience (product editing, creation, collections, basic settings)
• Email management for a busy executive
• Experience creating SOPs and documenting processes
• Google Suite (Docs, Sheets, Drive, Calendar) and Slack
• Comfortable using AI tools like Claude in daily work
• Extreme attention to detail
• Ability to work independently without constant supervision
• Bonus if you have experience with
• Ecommerce or DTC fashion brands
• SEO Optimisation
• Meta Ads, or Google Ads
• Canva, Graphic Design or Video Editing or basic content creation
• Social Media interest and knowledge
• Working directly with a founder or CEO
• An interest in fashion, design, social media, copywriting, and marketing would be beneficial. This role grows in those directions.
• What winning looks like in this role
• Within 90 days, the founder no longer touches Shopify admin or routine email
• Every recurring task has an SOP you created and own
• Systems keep improving month after month without being asked
• Booking in 40 hrs and ticking the boxes with no improvements made
• You grow with the business: over time you will learn marketing, product creation, and advanced AI skills directly from the founder, with real career progression as the team grows
• We are growing fast, and building a long-term team. We pay reliably, respect your time, and promote from within.
  
  

Important

• To apply, answer these 5 questions
• Describe your Shopify experience in detail. What exactly have you done in the Shopify admin?
• Tell me about an executive or founder you have supported. What did you take off their plate?
• Describe an SOP or system you created. What problem did it solve?
• How do you currently use AI tools like Claude in your work? Give a real example.
• The founder is travelling with limited access. His inbox has 300 unread email s. Buried in them you find: three urgent supplier issues, one overdue bill, and one customer who says their order never arrived. The customer is threatening a chargeback and a negative Trustpilot review, and has already commented on our social media calling us a scam. We have a dedicated customer support team. In what order do you handle these, and why? Walk me through exactly what you would do, including who you would involve, and write the exact message you would send when handing the customer issue over to the support team.
• Final instruction
• Start your application with the phrase: “Systems set you free”
• Second final instruction: One line in this ad does not belong and goes against everything this role stands for. At the end of your application, tell us which line it is and, in one or two sentences, why it's wrong.
• Applications that do not follow instructions will be ignored.
  
  

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