Virtual Personal Assistant

• Full daily availability, 6-10 hours per day.
• Close alignment with the manager, including daily check-ins and high responsiveness.

• Approx. 6 hours per working day, but not every day (fixed days agreed in advance).
• Weekly average: 6-8 hours.
• Regular planning sessions plus independent task execution.

• Must align with U.S. Eastern Time (EST).
• For candidates in the Philippines, this will require graveyard shift.

• Track and reconcile employee timesheets.
• Collect and validate daily sales and finance data.
• Ensure data consistency across systems (POS, e-commerce, workforce tools).
• Maintain master spreadsheets with clear logs and version control.

• Produce daily, weekly, and monthly reports.
• Create decision-ready summaries for management.
• Maintain a Company Playbook / SOP library, converting working practices into clear, standardized procedures.

• Conduct research (e.g., market trends, competitor reviews, vendor quotes).
• Manage vendor comparisons and proposals.
• Support operational and strategic projects (dashboards, analysis, process improvements).

• Reach out to managers and employees to collect updates or clarify discrepancies.
• Provide clear and concise updates back to leadership.
• Log communications and ensure accountability.

• Assist with travel research and bookings.
• Prepare presentations (PowerPoint/Keynote/Canva).
• Handle flexible tasks as assigned.

• Excel (advanced functions, pivot tables, error checks).
• Google Sheets (real-time collaboration, formatting, validation).

• Mac/Numbers.
• PowerPoint / Keynote / Canva (for decks and visuals).
• , Connecteam, or similar task/workforce platforms.
• Comfort with automations and AI-assisted tools to connect systems and reduce manual work.

• English: fluent, written and spoken (required).
• Hebrew: nice to have but not required.
• Must demonstrate excellent clarity in written communication (emails, reports, SOPs).
• Polite, professional, and proactive in all team interactions.

• Initiative: able to anticipate needs, spot issues, and suggest improvements.
• Independence: able to execute tasks from start to finish with minimal oversight.
• Attention to Detail: ensures accuracy and consistency in data and reporting.
• Structured Thinking: organizes information clearly and logically.
• Adaptability: thrives during peak workload seasons and adjusts to shifting priorities.
• Partner Mindset: contributes ideas and insights, while respecting final managerial decisions.
• Strong Interpersonal Skills: communicates effectively with diverse tea mbers.

• Reports delivered on time with minimal errors.
• Master data sheets are consistently up-to-date and accurate.
• SOPs are well-documented, standardized, and regularly updated.
• Issues are identified early and escalated with proposed solutions.
• Positive feedback from management on reliability and communication.

• Systems access and orientation.
• Review of existing spreadsheets and reports.
• Shadow manager on daily workflows (weather briefs, timesheet reconciliation, data ingestion).
• Draft first SOP based on shadowed tasks.

• Run daily cycle independently, manager reviews outputs.
• Build first Weekly Summary template.
• Establish cadence of daily/weekly check-ins.

• Finalize SOP template and library structure.
• Begin contributing to ongoing projects (research, analysis).
• Propose at least one process improvement or automation.

• All company data is confidential and must be handled with discretion.
• Files must be stored in company accounts (no personal devices or accounts).
• Follow established naming conventions and version controls.

• Formal reviews at 30, 60, and 90 days.
• Ongoing feedback culture - continuous small adjustments rather than rare, large reviews.
• Growth opportunities:
• Ownership of additional processes.
• Leadership in documentation and SOP management.
• Increased autonomy in research and project support.

• only email that following the above instructions will be considered as candidates

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