Executive Assistant / Virtual Assistant – Amazon Agency (Reporting, Scheduling, Admin Support)

Executive Assistant / Virtual Assistant – Amazon Agency (Reporting, Scheduling, Admin Support)

Role Overview

We’re looking for a highly organized, detail-oriented Executive Assistant / Virtual Assistant to support the founders of Common Helix with daily operational, reporting, communication and administrative tasks. This is a hands-on role that involves creating and distributing reports, managing calendars, coordinating with team members, and ensuring our weekly workflows run smoothly.

You should be comfortable with Amazon Seller Central reporting tools, Excel/Google Sheets functions, and remote communication tools. Discretion, reliability, and the ability to work independently are critical.
Full time. 90 day evaluation period. US eastern hours to start, can switch to a flexible schedule with at least 4 hours overlap once established - must be responsive during agreed windows.

Core Responsibilities
-Schedule and coordinate meetings, ensuring all participants have the necessary materials
-Maintain and execute daily and weekly checklists
-Pull reports from Amazon Seller Central and other platforms as needed, integrate into pre-existing templates to create weekly performance reports for internal and client use
-Distribute meeting notes, summaries, and action items to relevant stakeholders
-Assist with data entry, organization, and file management
-Monitor key deadlines and follow up to ensure tasks are completed on time
-Support founders with ad hoc administrative tasks and special projects

Must-Have Skills & Experience
-3+ years of experience as an Executive Assistant, Virtual Assistant, or in a similar administrative support role (Amazon seller central / agency experience strongly preferred)
-Strong proficiency in Microsoft Excel and Google Sheets
-Familiarity and experience with Amazon Seller Central, especially reporting functions

-Excellent written and verbal communication skills in English, native fluency in English
-High attention to detail and ability to maintain accuracy under tight deadlines
-Strong organizational and time management skills
-Ability to work independently and handle confidential information
-Reliable internet connection and comfort working in a fully remote environment

Nice-to-Have Skills
-10+ years offshore executive assistant / virtual assistant experience
-Experience supporting senior leadership in a fast-paced agency environment
-Familiarity with project management tools (Asana, Trello, ClickUp, etc.)
-Experience creating dashboards or automated reports
-Understanding of e-commerce KPIs and metrics

Success in This Role Looks Like
-Reports are accurate, on time, and formatted for easy use
-Meeting notes are clear, distributed promptly, and actionable
-Weekly checklists are completed and tracked without founder follow-up
-Calendars are well-managed and meetings are scheduled proactively
-Communication with founders and team members is smooth, timely, and reliable

Work Setup
-Full-time, remote role
-Works closely with agency founders and other team members
-Must have own laptop, reliable high speed internet.
-US Eastern hours to start. Once established: Flexible hours: at least 4 hours daily overlap with US Eastern, must be responsive during agreed-upon windows

About Common Helix

Common Helix is a boutique, founder-led Amazon Marketing agency that helps brands win on the world’s largest marketplace. We work with brands from $1M to $50M+ in revenue, offering full-service channel management or advertising-only support. Our unique engagement model has clients working directly with senior operators to craft a sophisticated, customized Amazon strategy that complements overall company, brand, and channel strategies. We understand the the strategic and operational sides of Amazon, and help our clients build the processes both on and off platform that lead to long term success.
We combine financial transparency, deep operational expertise, and a hands-on approach to help brands grow sales, profitability, and brand presence. Our proprietary AI-powered ”Broad Tail” advertising Strategy bids on thousands of unique keywords to unlock sustainable, profitable growth. 

For our team, this means working in an efficient, fast-moving environment where every role has direct impact. We value clear communication, high standards, creative problem solving, and an ownership mindset. We care about doing good work with good people and helping build companies and brands we believe in for the long run.

If you like seeing the results of your work in real time, want to work closely with experienced operators, and take pride in your work, you’ll feel at home here