Part-time Remote Assistant Needed
This contract role offers a flexible, remote-friendly opportunity to support the personal and ecommerce operations of a decaf coffee brand. Perfect for someone who enjoys organizing, anticipating needs, and working with innovative entrepreneurs, this position involves managing schedules, handling administrative tasks, and assisting with small projects. It’s ideal for proactive individuals seeking a part-time role that values attention to detail, discretion, and the use of AI tools to streamline work.
Employer: Matthew Matsuzaki, for personal ops and Wimp Decaf Coffee Co.
Location: Remote-friendly; local tasks coordinated separately.
Salary: $500 - $1500/mo, 10-20 hours/mo, hourly at $35–$70/hr based on experience. Reasonable pre-approved expenses reimbursed.
Deadline: Rolling; video introduction required for consideration.
Schedule: Flexible, no fixed hours; light daily responsiveness; 1–2 meetings/mo; unavailability notice: 2+ weeks for multi-day, ~1 week for shorter.
Type: Contract, part-time, hourly.
Description
This role is for someone who thrives on structure, closing loops, anticipating needs, and keeping many small moving parts organized. You will support both personal administration and ecommerce operations for a decaf coffee brand.
You enjoy nerding out on systems, working with visionary entrepreneurs, and communicating with clarity. You are proactive, detail-oriented, and comfortable handling sensitive information with discretion. You use AI extensively to solve problems faster and document repeatable processes.
Benefits:
1. Highly flexible schedule with low meeting overhead.
2. Work remotely from anywhere.
3. Competitive hourly rate with clear invoicing.
4. Reimbursement for pre-approved business expenses.
5. Opportunity to grow into creative or operational projects based on your interests.
Responsibilities:
1. Manage appointment scheduling, calendar coordination, and travel logistics.
2. Handle gifting, ordering, research tasks, and small projects.
3. Fill out forms, applications, and follow up on reimbursements and paperwork.
4. Coordinate personal errands locally or with local support.
5. Handle email/phone inquiries for personal or home vendors.
6. Support compliance tasks (insurance, IRS, government forms, etc.).
7. Move small operational projects forward.
8. Optionally assist with creative, social, or content tasks if interested.
Requirements:
1. Proven experience supporting executives or entrepreneurs.
2. Strong written communication and organizational follow-through.
3. Comfort learning new tools (Slack, Notion, Gmail, Google Calendar, 1Password, Shopify, Ghost, Beefree).
4. Ability to anticipate needs and see improvements without being asked.
5. Discretion and good judgment with sensitive information.
6. Proactive use of AI for research, drafting, and problem-solving.
7. Clear time tracking and weekly/monthly reporting.
8. Ability to communicate your own needs and preferences clearly.
Required skills
Calendar and travel coordination, administrative follow-up, project support, vendor communication, compliance paperwork, ecommerce platform familiarity, AI tool proficiency, clear written communication, proactive anticipation, documentation of processes, time tracking, discretion.
Apply
Send a video introducing yourself to hi@whale.fyi. Tell me about you, why this is a good fit, and share your experience. No video = no consideration.
Why Apply
This position provides a highly flexible schedule with minimal meetings, allowing you to work from anywhere while supporting a dynamic entrepreneurial environment. The hourly rate is competitive, and there’s room to grow into creative or operational projects based on your interests. You’ll gain experience in executive support, ecommerce platforms, and systems organization, all while working with visionary entrepreneurs who appreciate proactive, detail-oriented team members. The role also emphasizes the use of AI to enhance productivity, making it ideal for tech-savvy candidates eager to leverage new tools.
Before You Apply
Ensure you have proven experience supporting executives or entrepreneurs and are comfortable managing schedules, travel, and administrative follow-up tasks. Highlight your organizational skills, ability to anticipate needs, and discretion when handling sensitive information. Familiarity with tools like Slack, Notion, Gmail, Google Calendar, and ecommerce platforms such as Shopify will be advantageous. Prepare a clear, concise video introduction sharing your background, why you’re interested, and how your skills align with the role. Be ready to demonstrate your proactive approach, excellent communication, and ability to document and improve processes efficiently.
