Virtual Assistant

Company Overview

THE HEART COMPANY is a purpose-led beauty label built around carefully selected premium products that aim to inspire confidence, self-love, and a positive outlook. Its branding is intentionally emotional and heart-inspired, with a feminine, joyful aesthetic reflected in both the packaging and the product experience. The company’s latest perfume collection, developed together with Givaudan, is fully vegan and formulated with high-quality ingredients. The organization is small, diverse, and guided by values such as kindness, authenticity, inclusion, and positive empowerment. It also looks for partnerships with aligned businesses that can contribute to meaningful progress within the beauty space.

Role Summary

This remote contract role supports the team with day-to-day administrative, operational, and communication work. The position is designed for someone who can stay organized, work independently, and help keep internal processes running smoothly in a fast-moving environment.

Core Duties

• Maintain calendars, arrange meetings, and keep schedules organized.
• Sort, manage, and store digital documents and files in an orderly way.
• Handle internal and external communication across email and other channels.
• Support inbox management and help keep correspondence up to date.
• Prepare short reports, summaries, and basic updates when needed.
• Update spreadsheets, trackers, and other simple project-management documents.
• Assist with social media and marketing-related tasks as required.
• Respond to customer questions and coordinate with partners and vendors where necessary.
• Complete assigned tasks on time while reflecting the company’s values of professionalism, kindness, and positive collaboration.

Profile and Qualifications

Applicants should be highly organized, able to manage their time well, and attentive to detail. Strong written and spoken communication skills in German and Business English are needed, including polished email etiquette and clear messaging. Comfort using common digital tools such as word processors, spreadsheets, presentation software, and online collaboration platforms is important. The role also calls for a respectful, service-oriented approach to customer and stakeholder interactions, plus the ability to work independently in a remote setup, juggle several tasks at once, and protect confidential information.

Experience in beauty, lifestyle, or consumer-facing brands is considered an advantage, as is familiarity with social media or digital marketing tools. Previous experience in a virtual assistant, administrative assistant, or similar support role is preferred, along with dependable internet access. An AI-native way of working, including experience using tools such as ChatGPT and Claude to improve administration, research, and communication, is also valued.

Working Style and Culture

The team operates remotely and values flexibility, speed, ownership, and efficient execution. Meetings are kept purposeful, decisions are made quickly, and the focus is on outcomes rather than bureaucracy. The culture combines high standards with kindness, encouraging respect, accountability, and clear responsibilities so that people can do their best work.

Additional Notes

The role is aligned with a lean, diverse team that moves quickly and prefers straightforward communication. The company emphasizes getting things done efficiently and expects the same mindset from the person in this position.