Virtual Assistant, Documentation Coordinator
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Job Description
Virtual Assistant coordinating executive calendars, travel, and contracts for Job Duck’s US-based employers. Managing documentation workflows and DocuSign implementation remotely.
Responsibilities:
- Coordinate with the sales department on document handling
- Own calendaring for the Chief Financial Officer and Chief Legal Officer
- Communicate travel needs to the travel coordinator
- Send calendar invites
- Upload, organize, and send legal contracts for execution
- Resolve conflicts and coordinate events
- Support travel coordination
- Initiate travel arrangements
- Manage documents and contracts
- Lead implementation of a DocuSign-based management system
- Provide essential support to senior leadership and streamline operations
Requirements:
- Bilingual/English (Only English required for daily tasks)
- Comfortable working remotely with reliable internet and hardware
- Experience supporting senior executives preferred
- Monday to Friday from 8:00 a.m. to 5:00 p.m. MST (flexible)
- Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Microsoft Teams for communication and meetings
- SharePoint for file sharing and collaboration
- Zoho CRM for customer relationship management
- Rippling for financial and HR functions
- DocuSign Intelligent Agreement Management for contract lifecycle
- Reliable laptop or desktop with webcam and microphone
- 1 year of experience supporting executive-level scheduling and document workflows
- Ability to manage multiple priorities with precision
- Comfortable working independently and remotely
- Excellent written and verbal communication skills
- Attention to detail
- Time management
- Proactive and self-starter mindset
- Tech-savvy and quick learner
Benefits:
- Remote work opportunity
- Great Place to Work Certification workplace culture
- Flexible schedule
- Recruiter guidance through the application process
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