Virtual Personal Assistant

Virtual Personal Assistant — NO CHEWING ALLOWED!

ABOUT US:
We are NO CHEWING ALLOWED! a retail chocolate Truffles brand based in NYC.

1. Purpose of the Role
The Virtual Personal Assistant (VPA) serves as the direct right hand of the founder/manager, ensuring smooth day-to-day operations and supporting long-term projects. This role combines administrative support, data management, team communication, and proactive problem-solving. The assistant is expected to work independently, think critically, and contribute to both strategic planning and precise execution.
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2. Hours & Availability

Peak Season (October–December)
• Full daily availability, 6–10 hours per day.
• Close alignment with the manager, including daily check-ins and high responsiveness.

Off-Season (January–September)
• 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.

Working Hours
• Must align with U.S. Eastern Time (EST).
• For candidates in the Philippines, this will require graveyard hours shift.
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3. Core Responsibilities

Administrative & Data Operations
• 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.

Reporting & Documentation
• 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.

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

Team Communication
• 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.

Ad-Hoc & Personal Assistance
• Assist with travel research and bookings.
• Prepare presentations (PowerPoint/Keynote/Canva).
• Handle flexible tasks as assigned.
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4. Tools & Systems

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

Preferred
• 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.
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5. Language & Communication
• 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.
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6. Key Qualities & Competencies
• 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.
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7. Success Metrics (KPIs)
• 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.
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8. Confidentiality & Compliance
• 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.
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9. Performance & Growth
• 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.
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We are looking for someone to go long way together years ahead (Last hire stayed with us for 6 years and counting...) to join the No Chewing Allowed! family
with BONUSES and PERKS in the horizon!
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HOW TO APPLY :
1. Send a CV + Introduction Video that start with "No Chewing Allowed!"
to the following email: ----------

email MUST include your first name followed by Applying for VPA role at NCA!
for example: Jhonny Applying for VPA role at NCA!
* only email that following the above instructions will be considered as candidates
** Videos that won't follow the instructions above will be dismissed