Overview
We are looking for a highly proactive and detail-oriented Executive & Logistics Virtual Assistant to support a time-sensitive project involving supplier coordination, travel itinerary planning, and operational preparation for an upcoming sourcing trip.
The ideal candidate is resourceful, organized, and confident in handling supplier communication, capable of taking initiative and consolidating complex information into a clear, actionable format.
This is a fast-paced, execution-focused role with a strong emphasis on speed, accuracy, and ownership.
Key Responsibilities
- Travel Itinerary Planning & Optimization
- Review and organize existing spreadsheet data (suppliers, locations, schedules)
- Build a detailed, optimized travel itinerary including:
- Visit schedules (locations, dates, times)
- Travel time between locations
- Efficient grouping of supplier visits
- Align itinerary with:
- Client’s UK-based schedule commitments
- Time zone differences (China vs UK)
- Provide alternative scheduling options where needed
- Supplier Coordination & Communication
- Reach out to suppliers/factories to:
- Confirm availability for visits
- Propose and finalize appointment schedules
- Offer alternative date options
- Initiate and manage communication via:
- WeChat, WhatsApp, or email (depending on supplier preference)
- Set up communication channels between client and suppliers where needed
- Sourcing & Research Support
- Identify and recommend local sourcing agents:
- Provide pricing options
- Assess availability and suitability
- Research logistics options:
- Transportation (e.g., daily driver vs ride-hailing)
- Best areas/districts for accommodation (for accessibility)
- Operations & Documentation Consolidation
- Consolidate all information into a master working document/spreadsheet, including:
- Supplier details
- Pricing comparisons
- Visit notes framework
- Checklists (inspection, negotiation, product requirements)
- Integrate existing materials (SOPs, checklists, vendor docs) into one usable system
- Ensure document is ready for real-time use during factory visits
- Logistics Coordination (Pre-Trip)
Success Outcomes
- Fully structured and optimized itinerary completed within 1 week
- All supplier appointments confirmed and organized
- Centralized master document ready for on-ground execution
- Key logistics and sourcing contacts identified and initiated
Preferred Skills & Experience
- Experience in executive assistance, operations, or logistics coordination
- Strong research and organizational skills
- Experience with supplier/vendor communication (international preferred)
- Ability to work independently and take initiative
- Familiarity with tools like Google Sheets, WhatsApp, WeChat (or similar)
- High attention to detail and ability to manage time-sensitive tasks
Work Setup
- Hours: 10 hours/week (initial; may extend based on needs)
- Schedule: Flexible; must align with Asia/China time zone for coordination