Ecommerce Operations & Executive Assistant

Zohorecruit; Polska; Hybrid; PLN 54,000 - 86,000; Full time

Job summary

Zohorecruit is seeking an Ecommerce Operations & Executive Assistant to support a founder managing two brands. You will handle calendars, travel, SOPs, task tracking, and brand assets, blending executive support with hands-on operations.

Responsibilities include coordinating calendars and travel itineraries, building SOPs, managing tasks in Notion and ClickUp, and coordinating freelancers for promos and design. You’ll help keep the founder focused on high-impact work.

Qualifications

• At least 2 years in an executive assistant, operations, or coordination role.
• Strong written and verbal English.
• Ability to work independently in a remote environment.
• Comfortable writing SOPs and keeping documentation organized.
• Quick to pick up new tools and ways of working.

Responsibilities

• Executive Support: manage calendars, Slack updates, travel itineraries, and daily planning.
• Operations & Systems: build SOPs, track tasks in ClickUp/Notion, maintain Notion as source of truth, manage sheets.
• Brand & Vendor Support: create promo graphics in Canva, source freelancers, brief and track status.
• Communication & Follow-Up: check in on task status, keep founder updated, maintain organized records.

Skills

Executive support experience

English proficiency

Independent work

SOP writing

Tools adaptation

Tools

Notion

ClickUp

Google Workspace

Job description

Ecommerce Operations & Executive Assistant

We're looking for a sharp, reliable Ecommerce Operations & Executive Assistant to support a founder running 2 brands. You'll handle the day-to-day that keeps the founder's schedule, projects, and team organized, from calendars and travel to SOPs, task tracking, and brand assets. It's a mix of executive support and hands-on operations, with the room to take on more as you build trust.

Your Impact

Running multiple brands means a lot of work lands on the founder that someone else could own. Your job is to take on that load reliably, keep everything organized, and make sure nothing falls through, so the founder's time goes where it matters most.

Core Responsibilities

Executive Support: 35%

• Coordinate calendars, Zoom links, and Slack updates
• Book all travel and build detailed itineraries for the founder
• Plan the founder's days around the highest-priority tasks
• Keep the inbox organized and flag what needs attention

Operations & Systems: 35%

• Build and follow SOPs as the company scales
• Manage tasks and deadlines in ClickUp and Notion
• Keep Notion organized as the source of truth for projects and processes
• Maintain sales and inventory sheets in Google Sheets

Brand & Vendor Support: 15%

• Create promo graphics and assets in Canva
• Source freelancers such as video editors and designers, send briefs, and track their status
• Onboard approved freelancers to the right tools

Communication & Follow-Up: 15%

• Check in with team members on task status so the founder doesn't have to
• Keep the founder updated without needing constant check-ins
• Maintain clear, organized records of ongoing tasks and decisions
  

Requirements

Must-Haves

• 2+ years of experience in an executive assistant, operations, or coordination role
• Strong written and verbal English
• Ability to work independently in a remote environment
• Comfortable writing SOPs and keeping documentation organized
• Quick to pick up new tools and ways of working

Nice-to-Haves

• Experience supporting a founder or small team directly
• Background in ecommerce or a fast-moving company
• Experience sourcing or coordinating freelancers
• Curiosity about AI tools and how they can speed up your work

Tools

• Notion
• ClickUp
• Google Workspace (Sheets, Drive, Calendar)