Company description

Anima Mundi is a botanical apothecary and herbal wellness company with retail locations in New York City and Venice Beach, California. We formulate, manufacture, and distribute herbal supplements, teas, elixirs, powders, skincare, and wellness products that support mind-body wellbeing. Rooted in traditional herbalism and inspired by global healing traditions, our products are crafted with a focus on quality, sustainability, education, and accessibility. Our company includes retail apothecaries, ecommerce, wholesale, events, education, product development, and manufacturing, creating a dynamic environment where herbal medicine, operations, creativity, and community come together.

Job description

Anima Mundi is seeking a highly organized, proactive, and detail-oriented Assistant General Manager / Operational Assistant Manager to support the Director of Operations across sourcing, vendor coordination, product development, private label account management, documentation, purchasing, and cross-departmental execution.

This role is a key support position within the operations department, helping ensure that projects, vendors, timelines, materials, samples, and internal communications move forward with clarity and accountability. The ideal candidate is systems-minded, resourceful, communicative, and comfortable working across departments in a fast-paced herbal, wellness, manufacturing, and retail environment.

The purpose of this role is to provide direct operational leverage to the Director of Operations by helping manage the many moving pieces involved in sourcing, purchasing, vendor relationships, product development, private label support, R&D, documentation, and internal project coordination. This person will help bridge communication between leadership, production, fulfillment, purchasing, finance, product development, retail, wholesale, and external partners.

Key Responsibilities
Provide direct administrative and operational support to the Director of Operations, including project tracking, follow-ups, meeting notes, task management, communications, deadlines, and operational updates. Prepare spreadsheets, summaries, trackers, reports, and documentation as needed.

Assist with sourcing raw materials, herbs, extracts, packaging, finished goods, supplies, and other operational materials from domestic and international vendors. Research and compare suppliers based on quality, pricing, lead times, certifications, minimum order quantities, shipping terms, reliability, and alignment with Anima Mundi’s sourcing standards. Request quotes, samples, certificates of analysis, spec sheets, organic certifications, safety documents, and supplier paperwork. Maintain organized vendor records and help identify backup suppliers for key ingredients, packaging, and materials.

Support product development initiatives from concept through execution. Coordinate with third-party vendors, manufacturers, creators, packaging suppliers, designers, formulators, and internal teams. Track timelines, deliverables, samples, feedback rounds, approvals, and next steps for new products, reformulations, packaging updates, private label projects, and seasonal launches. Assist with sample management, ingredient research, supplier documentation, packaging specs, pricing, lead times, and production requirements.

Support private label and co-branded account correspondence as directed by leadership. Help manage communication with private label clients, business partners, and potential accounts. Organize client requests, pricing details, product options, formulation notes, packaging requirements, timelines, and deliverables. Assist with product menus, pricing sheets, samples, proposals, invoices, and project summaries. Track private label projects from inquiry to quote, sample, approval, production, fulfillment, and follow-up.

Coordinate communication with third-party manufacturers, vendors, contractors, creators, consultants, and strategic partners. Track outstanding requests, approvals, deadlines, vendor responsibilities, contracts, samples, and deliverables. Escalate delays, quality issues, pricing changes, communication gaps, or operational concerns to the Director of Operations.

Provide secondary support for R&D and formula development projects. Assist the CEO and Director of Operations with ingredient research, traditional use research, sourcing options, flavor profiles, product comparisons, formula notes, sample feedback, and vendor documentation. Help maintain formula files, ingredient decks, R&D trackers, and sample testing notes.

Prepare, organize, and maintain operational documentation across sourcing, purchasing, imports, exports, vendor records, product development, and private label accounts. Assist with import/export paperwork, shipping documents, customs information, COAs, organic certifications, spec sheets, SDS documents, packing lists, commercial invoices, bills of lading, and vendor declarations. Ensure documents are current, complete, and accessible to the appropriate teams.

Support purchasing and supply chain activities, including purchase orders, vendor confirmations, shipping status, delivery timelines, backorders, receiving updates, low stock alerts, reorder needs, packaging shortages, raw material delays, and inventory planning for launches, private label projects, retail needs, and seasonal sales.

Maintain project management boards, spreadsheets, dashboards, shared trackers, and reports. Use Excel and Google Sheets to manage pricing comparisons, vendor lists, inventory trackers, order trackers, sample logs, timelines, and cost comparisons. Support Shopify, QuickBooks, Asana, Monday.com, shared drives, and other business platforms as needed.

Ideal Candidate
The ideal candidate is organized, grounded, resourceful, and highly capable of managing details across many moving parts. They are comfortable supporting leadership while communicating directly with vendors, suppliers, partners, and internal teams. They should be able to move between administrative execution and operational problem-solving, creating order, tracking details, improving systems, and helping the company operate more efficiently.

Qualifications
The ideal candidate has 3–5+ years of experience in operations, sourcing, purchasing, supply chain, executive assistance, product development, project coordination, or a related role. Strong proficiency in Microsoft Excel and Google Sheets is required, along with experience using Shopify, QuickBooks, Asana, Monday.com, or similar business platforms. Experience with vendors, manufacturers, raw materials, packaging, inventory, import/export documentation, COAs, spec sheets, organic certifications, herbal products, supplements, wellness, CPG, or natural products is strongly preferred.

Compensation
Suggested compensation is $90,000–$100,000 annually for a role with ownership over sourcing, vendor coordination, product development timelines, private label support, purchasing, documentation, and cross-departmental execution. For a partial version of this role, compensation can be adjusted based on scope, hours, and level of ownership.

Compensation

this position is: salaried, $75,000 - $100,000

Application instructions

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Deadline

July 15, 2026