Job Description

Chief of Staff - Freelance, Remote

Department: Support & Leadership

Employment Type: Full Time

Location: Philippines

Reporting To: Client via Magic

Compensation: $7.00 / hour

About the Client
Our client is a fast-growing e-commerce brand consolidator managing a portfolio of multi-channel consumer brands across Shopify, retail, and Amazon. They are operations-driven, data-informed, and customer-obsessed. The team moves quickly and values clear ownership, organization, and high-quality execution.

Why does this role exist?
This Chief of Staff role exists to serve as the right hand to a Brand Manager, ensuring day-to-day operations run smoothly so leadership can focus on high-level growth. You’ll track and push key initiatives over the finish line, coordinate schedules and priorities, and own projects and operations that keep the brand running. Your mission is to remove bottlenecks, proactively spot issues, and create reliable execution across logistics, admin, CX, and reporting.

The Impact you’ll make

Operations & Logistics Oversight

• Manage 3PL relationships, track inventory, and oversee shipments
• Monitor order flow and operational SLAs; flag and resolve bottlenecks
• Coordinate cross-channel ops for Shopify/retail/Amazon where needed

Executive Support & Administration

• Own the Brand Manager’s calendar; schedule and prepare meetings
• Join calls and handle follow-up actions, notes, and coordination
• Complete supplier/admin docs: credit apps, engagement letters, CC and insurance forms

Accounting & Inventory Operations

• AP follow-up with customers who have not paid on time
• Create, manage, and revise POs for customers and 3PL; create and revise invoices
• Perform monthly inventory inputs and reconciliations

Project Management, Information & Reporting

• Track initiatives in Notion; manage timelines, owners, and blockers
• Maintain organized Google Drive and Notion with clear naming conventions and folders
• Compile accurate operational KPIs and provide regular reports to the Brand Manager

Customer Experience, Shopify & Creative

• Manage Instagram comments/DMs; re-post tagged stories
• Handle product complaints; produce Product → Solution summaries and insights
• Run product surveys; collate data for product and CX improvements
• Ship products via Shopify and support CX initiatives (including HLTV community efforts)
• Coordinate UGC and content creation (mockups, AI tools); update pamphlets, sell sheets, and track creative flow; conduct research for blog content

Skills, Knowledge and Expertise

Required:

• 2+ years supporting e-commerce brands
• 1+ year hands-on experience as a Shopify admin (orders/fulfillment/shipping)
• Demonstrated experience with 3PL coordination, inventory tracking, and shipments
• Strong proficiency with Google Workspace, Notion, and Slack; excellent English communication
• Ability to work M–F, 8am–5pm PST (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:

• Technical: Shopify admin, 3PL logistics coordination, PO/invoice creation, basic AP/collections follow-up, inventory inputs, Google Sheets/Drive organization, Notion project tracking, Instagram community management, content/UGC coordination (including AI tools)
• Soft skills: meticulous attention to detail, proactive problem-solving, strong ownership, clear written/verbal communication, prioritization, follow-through, and comfort with ambiguity

You should apply if…

• You’re a proactive operator who anticipates needs and closes loops without being asked
• You thrive on organizing complexity, moving projects forward, and keeping details buttoned up
• You’re resourceful with incomplete information and communicate clearly when decisions are needed
• You enjoy wearing multiple hats across operations, admin, CX, and content in a fast-moving environment

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 (Pacific Time)

Compensation:

• $7 per hour
• No benefits package included

Benefits