The business has people now, and all of them need you. Decisions queue behind your calendar. An EA Hero becomes the operating layer around you: what reaches you is prepared, what does not need you is handled, and what you promised gets done.
HIRE AN ECOMMERCE EXECUTIVE ASSISTANT.
An executive assistant who works for you, not for the store: inbox, calendar, vendors, decks, and the follow-ups that keep slipping. Selected through seven stages, fluent in how ecommerce businesses run, and fully managed by Ecom Heroes.
No fee for a plan, and no obligation to go ahead.
Trusted by founders at Peace Collective, Pirates of Coffee, Process Plus & more
At a glance.
- Role family
- Admin & Ops
- On this page
- Twelve things handed over, one by one
- Tested hardest at
- Stage 04, Character & Communication
- Pairs with
- Shopify Store Manager, Ecommerce Bookkeeper and Customer Support Specialist
An executive assistant runs the founder's operating layer: inbox, calendar, meetings, vendors, documents, expenses, and the list of commitments that otherwise lives in your head.
The difference from a virtual assistant is who they work for. A VA works for the store. An EA works for you.
The handover
Twelve Things That Leave Your Week.
None of these are the job you started the business to do. All of them are the job you end up doing. Scroll, and watch them move.
0 of 12 handed over
- The inboxThree hundred unread, a supplier quote buried on page four, and a reply you meant to send on TuesdayTriaged, drafted, and ready to sendWhat needs you, what needs a decision, and what was already handled, in one pass each morning
- The calendarBack-to-back calls with no time to think, and two of them could have been an emailProtected and preparedMeetings grouped, deep-work blocks defended, and a short prep note before every call
- Follow-upsPromises made on calls, remembered three weeks later by the other personTracked and chasedEvery commitment logged with an owner and a date, and nudged before it becomes awkward
- Vendors and partnersManufacturers, 3PLs, agencies, and freelancers all asking you the same question in different threadsOne point of contactQuotes, timelines, and deliverables coordinated for you, with a summary when a decision is due
- Documents and decksThe investor update written at 1am, the board deck assembled from six old versionsDrafted, formatted, and versionedUpdates, decks, and proposals prepared from your notes and the numbers, ready for your final pass
- Expenses and invoicesA shoebox of receipts and an unpaid freelancer who is being polite about itCollected, coded, and queuedReceipts gathered, invoices checked against agreements, and payments prepared for approval
- Travel and eventsA trade show booked the week before, with the hotel across town from the venuePlanned end to endFlights, stays, meetings, and the people you should see there, arranged and in your calendar
- Research and first drafts"Can you look into this?" said to yourself, and never doneLooked into, summarized, recommendedVendors compared, options priced, and a one-page summary with a suggestion, not a link dump
- Team coordinationYou as the only person who knows what everyone else is doingAgendas, notes, and actionsTeam meetings run from an agenda, notes shared the same day, actions tracked to completion
- Hiring and onboarding adminInterview slots juggled by hand, offer paperwork sent lateScheduled and documentedInterviews coordinated, paperwork prepared, and new people set up with what they need before day one
- Personal admin that leaks into workRenewals, appointments, and errands breaking up the one afternoon you hadHandled within the boundaries you setWhatever you decide belongs in scope, managed quietly so your focus stays on the business
- The week itselfReactive from Monday morning to Friday nightPlanned on Friday, reviewed on MondayA weekly plan built around your priorities, with a short review of what moved and what did not
Who hires an executive assistant
When Your Calendar Is the Bottleneck.
Two stores, an agency on the side, and one inbox. Context switching is the real cost. One assistant who knows every thread, every vendor, and every deadline across the portfolio turns chaos into a weekly plan.
Your calendar is pipeline, and it is full of admin. Proposals, follow-ups, scheduling, and client logistics belong with an EA who understands how ecommerce agencies work, so your time goes to clients and closing.
How we select an executive assistant
Judgment Is the Skill. So We Test It.
Every executive assistant passes the full seven-stage Hero Selection System. For this role, the character and communication stage decides almost everything.
- 01
The Global Talent Search
- 02
Experience Verification
- 03
The Skill Challenge
- 04
Character & Communication
- 05
Ecommerce Hero Training
- 06
Top 1% Hero Approval
- 07
Hero Deployment
Stage 04 of 07
Character & Communication, for executive assistants
An executive assistant speaks for you. We evaluate clarity, initiative, honesty about limitations, and how a candidate behaves inside a fast-moving team, in real conversations rather than a questionnaire. The skill challenge before it covers the mechanics: a messy inbox to triage, a conflicted calendar to resolve, and a decision to summarize for someone with two minutes to read it.
Why it matters to you
You are handing someone your inbox and your calendar. The person you meet has already shown they can be trusted with both.
Fully managed from day one
One Arrangement. Zero Admin About the Admin.
Your executive assistant works directly with you, on your priorities. Ecom Heroes handles the contract, international payroll, compliance, and invoicing, then stays involved after placement with regular check-ins, performance support, and a direct line to our team. The last thing an EA should create is more administration for you, so we make sure the arrangement around them creates none.
Sourcing
Vetting
Training
Onboarding
Payroll & Contracts
Ongoing Management
Pairs well with
The Roles an EA Keeps Moving.
Shopify Store Manager
The EA runs the founder; the store manager runs the store. Together, nothing depends on one inbox.
Ecommerce Bookkeeper
Receipts and invoices the EA collects become clean books the bookkeeper closes on time.
Customer Support Specialist
Customer conversations leave the founder's inbox entirely, with escalations routed through the EA.
Questions
Executive Assistant Questions, Answered.
They run the founder's operating layer: inbox triage and drafting, calendar and meeting preparation, vendor and partner follow-ups, travel and logistics, document and deck preparation, expense and invoice admin, and the running list of commitments that otherwise lives in the founder's head.
An executive assistant works for you. An ecommerce virtual assistant works for the store. If the bottleneck is your calendar, your inbox, and your follow-ups, you need an EA. If the bottleneck is orders, listings, and customer replies, you need a VA. Some founders start with one and add the other.
Character and honesty are assessed in real conversations during the Hero Selection System, access is set up deliberately during onboarding, and your Hero works under one arrangement with Ecom Heroes. Tell us in the brief what the role will touch so the plan and the setup reflect it.
Your email, calendar, and messaging tools, your project and document tools, and the ecommerce platforms the business runs on, so they can read a situation before they schedule it. Tool fit is part of matching, and your stack is the first week's homework.
Tell us the hours and the overlap you need when you request a plan. Coverage is set in the custom hiring plan, and your Hero is matched to your time zone as part of deployment.
Through the seven-stage Hero Selection System: a global talent search, experience verification, a role-specific skill challenge, a character and communication assessment, Ecommerce Hero Training, Top 1% Hero Approval, and deployment matched to how you work.
Send a brief through the contact page: what you want off your plate, the hours, the tools you use, and when you want to start. We come back with a custom hiring plan and a shortlist of executive assistants who already fit.
YOUR WEEK, BACK.
Tell us what you want off your plate, the hours, and the tools you live in. We will come back with a custom hiring plan and an assistant who has already earned the cape.