Virtual Assistant (Onsite | Sales & Marketing Support)

We are seeking a detail-oriented Virtual Assistant to support Sales and Marketing operations for major U.S. retailers. This role ensures accurate product data management, organized digital assets, smooth order processes, and efficient coordination of sales events and retail activities.

Retail Content & Catalog Management

• Maintain and update retailer product catalogs, including images, item data, pricing, and reset trackers.
• Support product content syndication via platforms such as 1WorldSync, Syndigo, IX-One/RIVIR, and BrandBank.
• Publish and update item data, content, and digital assets across retailer systems.

Sales & Marketing Asset Organization

• Manage Sales and Marketing hubs in Dropbox.
• Organize and distribute sell sheets, product images, specification sheets, onboarding documents, and brand assets to brokers and internal teams.
• Maintain consistent naming conventions, version control, and structured file storage systems.

Retailer Order Support & OOS Prevention

• Conduct outbound calls to assigned accounts to confirm timely order placement.
• Track on-shelf availability and proactively flag potential out-of-stock risks.
• Maintain call logs and provide weekly summaries on order status and sales opportunities.

Sample & Meeting Coordination

• Coordinate sample and supply shipments for sales meetings and events.
• Track deliveries and follow up on delays or discrepancies.
• Maintain trackers and provide weekly status updates.
• Support travel arrangements for sales-related meetings and events.

Trade Show & Event Logistics

• Maintain and update trade show trackers.
• Assist with booth logistics, sample coordination, collateral preparation, and shipments.
• Ensure deadlines and tasks are accurately reflected in planning tools.

Demo & Merchandising Execution Support

• Assist in planning and executing in-store demos and merchandising initiatives.
• Coordinate demo kits, shipments, and promotional materials.
• Contact stores in advance to confirm inventory and fixture readiness.
• Provide recap summaries and store feedback reports.

General Administrative Support

• Maintain calendars and reminders for category reviews, shipments, and deliverables.
• Summarize meeting notes into clear action items.
• Support cross-functional coordination across Sales, Marketing, and Operations teams.

• 3–4+ years of experience in Virtual Assistance, Sales Support, Data Management, or Marketing Operations.
• Excellent written and verbal communication skills.
• Strong attention to detail in a fast-paced environment with a focus on accuracy.
• Proficiency in MS Office Suite, spreadsheets, and database management.
• Strong Excel or Google Sheets skills.
• Excellent multitasking, time management, and organizational abilities.
• Ability to establish and maintain client relationships.
• Ability to work with minimal supervision.
• Comfortable working with digital systems, platforms, and process documentation.

• Experience in CPG or retail environments.
• Familiarity with Dropbox, Google Drive, Modus, Asana, ClickUp, Slack, UPS portal, and retail content syndication platforms.