Virtual Assistant, Documentation Coordinator

This is a fully remote position, open to applicants in Brazil, +1 more country.

📋 Description

• Collaborate with the sales team on handling documents

• Manage scheduling for the Chief Financial Officer and Chief Legal Officer

• Communicate travel requirements to the travel coordinator

• Distribute calendar invitations

• Upload, organize, and transmit legal contracts for execution

• Address conflicts and coordinate events

• Assist with travel coordination

• Initiate travel arrangements

• Oversee documents and contracts

• Spearhead the implementation of a DocuSign-based management system

• Provide crucial support to senior leadership and enhance operational efficiency

⛳️ Requirements

• Bilingual/English (English required for daily activities)

• Comfortable working remotely with dependable internet and hardware

• Prior experience in supporting senior executives is preferred

• Availability from Monday to Friday, 8:00 a.m. to 5:00 p.m. MST (flexible)

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

• Utilize Microsoft Teams for communication and meetings

• Use SharePoint for file sharing and collaboration

• Familiarity with Zoho CRM for customer relationship management

• Experience with Rippling for financial and HR operations

• Knowledge of DocuSign Intelligent Agreement Management for contract lifecycle

• Reliable laptop or desktop equipped with a webcam and microphone

• Minimum of 1 year experience in executive-level scheduling and document workflows

• Ability to manage multiple priorities with accuracy

• Comfortable working independently and remotely

• Excellent written and verbal communication skills

• Strong attention to detail

• Effective time management skills

• Proactive attitude and self-starter mentality

• Tech-savvy and quick to learn new systems

🏝️ Benefits

• Opportunity for remote work

• A workplace culture recognized with Great Place to Work Certification

• Flexible scheduling options

• Guidance from recruiters throughout the application process