Chief of Staff/Executive Assistant - Freelance, Remote at Magic, Inc

Taguig, Metro Manila, Philippines -

Full Time

Start Date

Immediate

Expiry Date

19 Dec, 25

Salary

7.0

Posted On

20 Sep, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Shopify Admin Experience, Task Management Tools, Operations Support, Logistics Coordination, Inventory Tracking, Excellent Communication, Google Workspace Proficiency, Social Moderation, Content Coordination, Proactive Ownership, Extreme Organization, Multitasking, Basic Accounting Admin, Customer Experience Management, Creative Coordination, Research Skills

Industry

Software Development

Description

Chief of Staff/Executive Assistant - Freelance, Remote Department: Support & Leadership Employment Type: Full Time Location: Philippines Reporting To: Client via Magic Compensation: $7.00 / hour Description About 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 make Operations & 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 Expertise Required: 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

Responsibilities

The Chief of Staff will manage operations, scheduling, and cross-functional execution to support the Brand Manager. This role involves overseeing logistics, finance, customer experience, and creative workflows to ensure timely delivery of initiatives.