Company: Topfoxx

Location: Remote

PART TIME to FULL TIME

About Us

Topfoxx is a fast-growing, female-founded e-commerce brand on a mission to deliver Sunglasses with a Solution. From our tangle-free aviators to our floating and foldable styles, every pair is thoughtfully designed to solve real-life problems and fit beautifully into your lifestyle.

We’re not your typical 9 to 5. As a startup, we move fast, dream big, and expect excellence. Our culture is built on trust, ownership, and relentless growth; for ourselves and our team. If you’re energized by structure, clear communication, and helping others do their best work, this role might be your dream job.

About the Role

We’re looking for a sharp, proactive, and incredibly organized Executive Assistant & Project Manager to become the CEO’s right hand and the team’s accountability partner. This person will act as the operational heartbeat of the company; keeping projects on track, following up on deliverables, conducting research, and tracking performance across every department.

You won’t just support the CEO; you’ll amplify her. Your job is to anticipate problems, keep team members aligned and on-task, and ensure that nothing slips through the cracks. You’ll check in with departments weekly, lead follow-up calls with team members who are behind, and deliver clear, motivating performance updates that highlight progress, bottlenecks, and wins.

This role requires exceptional communication skills, emotional intelligence, and the ability to balance warmth with accountability. If you can hold the bar high while lifting people up, keep reading.

What You’ll DoExecutive Support & Strategic Execution

Serve as a true right-hand to the CEO; owning administrative, operational, and research tasks that allow her to focus on vision and growth, and to lean on you.
Run point on scheduling, inbox management, and time prioritization so the CEO can focus on high-impact work
Triage daily noise and surface only the most urgent updates with clear context and proposed next steps
Maintain calm and clarity in high-pressure situations; act as a thought partner, not just a task-taker

Company-Wide Accountability & Performance Tracking

Monitor KPIs and hours worked across departments using tools like Time Doctor and Asana; identify red flags early and take action to fix it with team.
Track weekly progress across every project, team member, and department, and follow up directly where delays occur
Lead friendly but firm check-ins with team members falling behind; escalate to the CEO only when necessary
Deliver weekly public performance updates to the team, celebrating wins, acknowledging delays, and reinforcing high standards
Help team members stay aligned to long-term goals, weekly milestones, and personal growth targets
Review weekly huddle KPIs, go into the weeds to check all data is 100% accurate added by team, review end of week reports and compare to asana.

Organization & Project Management

Keep Asana perfectly updated; manage timelines, subtasks, dependencies, and deadlines
Proactively shift timelines, realign resources, and remove blockers to keep progress moving across departments
Maintain detailed documentation on project status, key responsibilities, and who owns what across the company
Conduct ad hoc research tasks for the CEO, from competitor audits to product development research, with speed and accuracy

What Makes You a Great Fit

You’re fluent in English and a master communicator; written, spoken, and emotional
You’re highly organized, proactive, and take extreme ownership over outcomes
You’re kind but firm; people respect you because you’re fair, consistent, and always rooting for their success
You have experience in operations, project management, executive support, HR, or similar; preferably in remote settings
You’re tech-savvy and familiar with tools like Asana, Slack, Google Workspace, and Time Doctor
You thrive in fast-paced environments and aren’t afraid to take initiative when you see a better way
You understand that accountability doesn’t mean punishment; it means support, clarity, and care

Hours & Compensation

Salary: $800–$1200 per month, based on experience
Schedule: Monday through Friday, 8:00 AM to 5:00 PM EST, with some flexibility required during peak campaigns

Why You’ll Love Working Here

Work directly with the CEO and leadership team on big-picture projects
Fully remote; work from anywhere in the world
Free Topfoxx products valued at over $200 annually
Supportive, mission-driven team focused on growth and kindness
Customized growth plans, learning opportunities, and team support
Mental health, vacation, and sick leave provided for full-time employees

Ready to Join Us?

If you're excited by the idea of being the glue that holds a fast-moving startup together, and you’re ready to lead with heart and hustle, we want to meet you.

Please send your resume to [email protected] that shares why you’re the perfect accountability partner for our CEO and team.

Topfoxx is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Executive & Project Manager Virtual Assistant