Virtual Assistant

RemoteJobsOne; Madrid; Remote; EUR 22,000 - 37,000; Full time

Job summary

RemoteJobsOne is seeking a proactive Virtual Assistant to support day-to-day operations for a distributed team in a fully remote setting. You will own general administrative work, manage scheduling, coordinate vendors, and oversee gifting for our internal team, extended team, and clients.

The ideal candidate is highly organized, detail-oriented, with strong written and verbal communication, capable of working independently in a fast-paced environment, and comfortable using AI tools to automate

Qualifications

• 3+ years in administrative support, operations, or a similar role.
• Excellent organization and attention to detail.
• Strong written and verbal communication.

Responsibilities

• Own scheduling, research, documentation, and general administrative tasks.
• Maintain internal trackers, records, and operational information.
• Coordinate purchasing, vendors, shipping, expenses, and reimbursements.
• Support onboarding, team logistics, and ad hoc requests.
• Own gifting operations across our team and clients.
• Source gifts and manage ordering, personalization, shipping, and delivery.
• Track gifting budgets, recipient information, orders, and vendors.
• Anticipate needs and drive tasks through completion.

Skills

Administrative support

Organization

Communication

Ownership

Research

Independent work

Discretion

Tools

Google Workspace

Slack

Project management tools

Job description

IMPORTANT: after you apply, please check your email. We send you a link to complete your application - it is not considered until that last step is done. If you do not see it, check your spam folder.

This is a fully remote position, open to candidates based in Spain.

Pay: $15-$30/hr

Job Title: Virtual Assistant

Job Type: Full time

Location: Remote

The Role

We're looking for a proactive, highly organized Virtual Assistant to support day-to-day operations across our distributed team. You'll own general administrative work, team logistics, and gifting for our internal team, extended team, and clients.

You should be resourceful, detail-oriented, and comfortable taking ownership with minimal direction.

What You'll Do

1. Own scheduling, research, documentation, and general administrative tasks.
2. Maintain internal trackers, records, and operational information.
3. Coordinate purchasing, vendors, shipping, expenses, and reimbursements.
4. Support onboarding, team logistics, and ad hoc requests.
5. Own gifting operations across our team and clients.
6. Source gifts and manage ordering, personalization, shipping, and delivery.
7. Track gifting budgets, recipient information, orders, and vendors.
8. Anticipate needs and drive tasks through completion.

What We're Looking For

1. 3+ years in administrative support, operations, or a similar role.
2. Excellent organization and attention to detail.
3. Strong written and verbal communication.
4. High ownership, reliability, and follow-through.
5. Strong research and problem-solving skills.
6. Ability to work independently in a fast-moving environment.
7. Good judgment when handling sensitive information.

Preferred

1. Experience in a startup, technology company, or distributed team.
2. Experience with gifting, vendors, purchasing, or logistics.
3. Familiarity with Google Workspace, Slack and project management tools.
4. Comfortable using AI tools to work faster and automate repetitive tasks.