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
1. 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
2. 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
3. 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)
4. 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
5. 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