Description
We are seeking a high-energy, proactive, and exceptionally organized Personal or Virtual Assistant to serve as a Lifestyle Manager and Operations Coordinator. This is not just a data-entry role; you will be the primary point of contact for customers, a gatekeeper for communications, and a strategic partner in managing the client's professional and personal life.
This role combines executive support, contract administration, purchasing coordination, customer communication, and operational tracking. The idóneo candidate is a fast learner who doesn't just follow instructions but actively identifies opportunities to improve processes, maintain organization, and support business growth.
Key Responsibilities:Lifestyle & Executive Support
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- Assist with various tasks to streamline the client's day-to-day life, balancing business operations, sales-related administrative work, and personal organization.
- Manage multiple email accounts, organize communications, maintain inbox efficiency, and ensure no opportunities or important requests are missed.
- Provide full calendar management, including scheduling meetings, resolving conflicts, and coordinating appointments.
- Act as a gatekeeper for communications and a trusted partner in managing priorities.
Purchasing & Vendor Coordination
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- Issue purchase orders to international suppliers and shipping partners under the client's direction.
- Enter and maintain shipment documentation within internal management and accounting systems.
- Track shipments, purchase orders, and vendor commitments to ensure timely fulfillment.
- Monitor supplier performance, ensuring shipments are delivered on time and according to agreed pricing and terms.
- Maintain accurate records and tracking spreadsheets for purchasing and operational activities.
Contract Administration & Customer Coordination
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- Prepare and present customer contracts for review and signature.
- Upload and maintain executed contracts within internal systems for