Virtual Assistant & Documentation Coordinator

This position is listed on behalf of a partner company, which manages all applications and next steps. Our partner is looking for a Virtual Assistant & Documentation Coordinator based in Brazil .

The Virtual Assistant & Documentation Coordinator will provide essential administrative and operational support to senior leadership, working closely with the Chief Financial Officer and Chief Legal Officer. This role combines executive calendar management, travel coordination, and legal document administration in a dynamic, remote environment. You will help keep schedules organized, coordinate meetings and travel arrangements, and ensure contracts are accurately managed and processed. A key part of the position involves supporting the implementation of a DocuSign-based contract management system. The ideal candidate is proactive, highly organized, and comfortable managing competing priorities independently. This is an opportunity to contribute directly to smoother executive operations while building a long-term remote career.

• Take full ownership of calendar management for the Chief Financial Officer and Chief Legal Officer, including scheduling meetings and sending calendar invitations.

• Coordinate schedules, resolve calendar conflicts, and organize executive events.

• Support travel planning by initiating arrangements and communicating travel requirements to the designated travel coordinator.

• Coordinate document handling with the sales department and other relevant stakeholders.

• Upload, organize, distribute, and manage legal contracts, ensuring they are prepared and sent for execution.

• Support the implementation and ongoing use of a DocuSign-based contract management system.

• Maintain accurate and organized documentation while ensuring timely handling of administrative tasks.

• Manage multiple requests and priorities while providing reliable, proactive support to senior executives.

Requirements:

• At least 1 year of experience supporting executive-level scheduling and document workflows.

• Previous experience providing administrative support to senior executives is preferred.

• Strong written and verbal communication skills in English. English is the required language for daily responsibilities.

• Excellent organizational and time-management skills, with the ability to manage multiple priorities accurately.

• High attention to detail and a proactive, self-starter mindset.

• Ability to work independently and effectively in a fully remote environment.

• Tech-savvy, adaptable, and quick to learn new systems and tools.

• Working knowledge of Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.

• Familiarity with Microsoft Teams for communication and meetings.

• Experience with SharePoint for file sharing and collaboration.

• Familiarity with Zoho CRM, Rippling, and DocuSign Intelligent Agreement Management is beneficial.

• A reliable computer with a webcam and microphone, along with a stable internet connection.

• Ability to work Monday to Friday, from 8:00 a.m. to 5:00 p.m. Mountain Time (MST/MDT), with some flexibility.

Benefits:

• Monthly compensation ranging from USD 1,060 to USD 1,150.

• 100% remote, home-based position.

• Full-time, long-term career opportunity.

• Paid time off.

• Performance-related bonuses.

• Parental leave.

• Professional development and training opportunities.

• Dedicated team support.

• Opportunity to work in an environment aligned with clients' core values.

We use an AI-powered matching process to ensure your application is reviewed quickly, objectively, and fairly against the role's core requirements. Our system identifies the top-fitting candidates, and this shortlist is then shared directly with the hiring company. The final decision and next steps (interviews, assessments) are managed by their internal team.

We appreciate your interest and wish you the best!

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