Chief of Staff/Executive Assistant - Freelance, Remote
Magic One
Chief of Staff/Executive Assistant - Freelance, Remote
Description\nAbout 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\nManage relationships with 3PL partners; oversee shipments, restocks, and freight coordination\nTrack inventory levels, complete monthly inventory inputs, and reconcile data with 3PL reports\nCreate, manage, and revise Purchase Orders (POs) for customers and 3PL; liaise on order statuses\nShip products via Shopify and ensure order accuracy and timely fulfillment\nExecutive Enablement & Program Management\nOwn the Brand Manager’s calendar, priorities, meeting prep, and follow-ups\nSet up one-to-one meetings with direct reports and coordinate cross-functional meetings\nTranslate goals into tasks/timelines in Notion or a task tool; monitor progress and surface blockers\nProvide weekly operational updates and KPI snapshots to keep leadership informed\nFinance, Admin & Information Management\nCreate, manage, and revise customer invoices; follow up on late payments\nComplete vendor onboarding docs: credit apps, engagement letters, CC and insurance forms\nMaintain Google Drive and Notion with proper naming conventions and organized folders\nHandle one-off research, supplier communication, and general administrative support\nCustomer Experience & Product Operations\nMonitor Instagram comments/DMs; triage, reply or escalate; re-post tagged stories\nManage product complaint intake; summarize issues and produce Product → Solution reports\nRun product surveys, collate insights, and recommend CX/product improvements\nHelp cultivate a community for high-LTV customers to delight and surprise them\nCreative & Content Coordination\nSource/coordinate UGC and track creative flow across stakeholders\nCreate simple mockups and assets using AI/design tools; update pamphlets, sell sheets, and marketing materials\nResearch topics for blog/content; prepare briefs for collaborators\nMaintain content libraries so brand assets remain current and accessible\n
Skills, Knowledge and ExpertiseRequired:\nShopify admin experience (order processing, shipping, basic catalog/admin tasks)\nHands-on experience with task management tools (e.g., Notion, Asana, Trello)\nProven operations/logistics support, including 3PL coordination, inventory tracking, POs, and invoicing\nExcellent written and spoken English; confident communicator with suppliers, partners, and customers\nAbility to work Monday–Friday, 8:00 AM–5:00 PM Eastern Time (40 hours/week)\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nExtreme organization, prioritization, and multitasking; you bring order to moving parts\nProactive ownership: you fill in gaps, anticipate needs, and close loops without hand-holding\nStrong administrative and communication skills; crisp documentation and follow-through\nGoogle Workspace (Drive, Sheets, Docs, Calendar) and Slack proficiency\nInformation management (file taxonomy, naming conventions) and basic accounting admin (invoices, payment follow-up)\nSocial moderation (Instagram) and content coordination; familiarity with AI content tools/Canva is a plus\nYou should apply if… \nYou thrive in fast-paced, scaling environments and love turning strategy into action\nYou’re comfortable with ambiguity, escalate blockers early, and take pride in getting things done\nYou enjoy wearing many hats—from logistics and admin to CX and light creative coordination\nYou care about details, communicate clearly, and keep leaders focused on the highest-value work\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\n40 hours per week\nMonday - Friday: 8:00 am - 5:00 pm (Eatern Time)\nCompensation:\n$7 per hour\nNo benefits package included\n
Benefits
Department: Support & Leadership
Employment Type: Full Time
Location: Philippines
Reporting To: Client via Magic
Compensation: $7.00 / hour
Description\nAbout 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\nManage relationships with 3PL partners; oversee shipments, restocks, and freight coordination\nTrack inventory levels, complete monthly inventory inputs, and reconcile data with 3PL reports\nCreate, manage, and revise Purchase Orders (POs) for customers and 3PL; liaise on order statuses\nShip products via Shopify and ensure order accuracy and timely fulfillment\nExecutive Enablement & Program Management\nOwn the Brand Manager’s calendar, priorities, meeting prep, and follow-ups\nSet up one-to-one meetings with direct reports and coordinate cross-functional meetings\nTranslate goals into tasks/timelines in Notion or a task tool; monitor progress and surface blockers\nProvide weekly operational updates and KPI snapshots to keep leadership informed\nFinance, Admin & Information Management\nCreate, manage, and revise customer invoices; follow up on late payments\nComplete vendor onboarding docs: credit apps, engagement letters, CC and insurance forms\nMaintain Google Drive and Notion with proper naming conventions and organized folders\nHandle one-off research, supplier communication, and general administrative support\nCustomer Experience & Product Operations\nMonitor Instagram comments/DMs; triage, reply or escalate; re-post tagged stories\nManage product complaint intake; summarize issues and produce Product → Solution reports\nRun product surveys, collate insights, and recommend CX/product improvements\nHelp cultivate a community for high-LTV customers to delight and surprise them\nCreative & Content Coordination\nSource/coordinate UGC and track creative flow across stakeholders\nCreate simple mockups and assets using AI/design tools; update pamphlets, sell sheets, and marketing materials\nResearch topics for blog/content; prepare briefs for collaborators\nMaintain content libraries so brand assets remain current and accessible\n
Skills, Knowledge and ExpertiseRequired:\nShopify admin experience (order processing, shipping, basic catalog/admin tasks)\nHands-on experience with task management tools (e.g., Notion, Asana, Trello)\nProven operations/logistics support, including 3PL coordination, inventory tracking, POs, and invoicing\nExcellent written and spoken English; confident communicator with suppliers, partners, and customers\nAbility to work Monday–Friday, 8:00 AM–5:00 PM Eastern Time (40 hours/week)\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nExtreme organization, prioritization, and multitasking; you bring order to moving parts\nProactive ownership: you fill in gaps, anticipate needs, and close loops without hand-holding\nStrong administrative and communication skills; crisp documentation and follow-through\nGoogle Workspace (Drive, Sheets, Docs, Calendar) and Slack proficiency\nInformation management (file taxonomy, naming conventions) and basic accounting admin (invoices, payment follow-up)\nSocial moderation (Instagram) and content coordination; familiarity with AI content tools/Canva is a plus\nYou should apply if… \nYou thrive in fast-paced, scaling environments and love turning strategy into action\nYou’re comfortable with ambiguity, escalate blockers early, and take pride in getting things done\nYou enjoy wearing many hats—from logistics and admin to CX and light creative coordination\nYou care about details, communicate clearly, and keep leaders focused on the highest-value work\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\n40 hours per week\nMonday - Friday: 8:00 am - 5:00 pm (Eatern Time)\nCompensation:\n$7 per hour\nNo benefits package included\n
Benefits
Confirmar seu email: Enviar Email