V101- Virtual Assistant & Documentation Coordinator

Job Duck LLC; United States; Remote; USD 12,000 - 13,000; Full time

Job summary

Job Duck LLC is seeking an Executive Assistant & Documentation Coordinator to support the CFO and CLO in a fast-paced, remote environment. You will manage calendars, document workflows, travel coordination, and contract management, enabling executives to focus on strategy.

Ideal candidates are organized, proactive, with strong written and verbal communication, attention to detail, and comfort working independently from a home office. This role offers a stable schedule Monday–Friday.

Qualifications

• 1 year of experience supporting executive-level scheduling and document workflows.
• Excellent written and verbal communication skills.
• Attention to detail and strong time-management.
• Ability to work independently and remotely.
• Comfort with coordinating travel and contracts.

Responsibilities

• Coordinate with sales on document handling.
• Full ownership of calendaring for CFO and CLO.
• Communicate travel needs to travel coordinator.
• Send calendar invites.
• Upload, organize, and send legal contracts for execution.
• Resolve conflicts and coordinate events.
• Travel coordination support.
• Initiate travel arrangements.
• Document and contract management.
• Lead implementation of DocuSign-based management system.

Skills

Executive scheduling

Communication skills

Attention to detail

Time management

Proactive mindset

Tech-savvy

Remote work

Tools

Microsoft Office Suite

Microsoft Teams

SharePoint

Zoho CRM

Rippling

DocuSign

Job description

For ambitious, culturally diverse, curious minds seeking booming careers, Job Duck unlocks and nurtures your potential. We connect you with rewarding, remote job opportunities with US-based employers who recognize and appreciate your skills, allowing you to not just survive but thrive. As a lifestyle company, we ensure that everybody working here has a fantastic time, which is why we’ve earned the Great Place to Work Certification every year since 2022!

Job Description

Join Job Duck as an Executive Assistant & Documentation Coordinator and become a trusted partner to senior leadership in a dynamic, fast-paced environment. In this role, you will provide essential support to the Chief Financial Officer and Chief Legal Officer, ensuring their calendars run smoothly and critical tasks are handled with precision. You will thrive if you are organized, proactive, and detail-oriented, with a natural ability to communicate clearly and manage multiple priorities. This position offers the opportunity to make a meaningful impact by streamlining operations and enabling executives to focus on strategic initiatives.

Monthly Compensation: from $1,060 USD to $1,150 USD.

Responsibilities

• Coordinate with the sales department on document handling
• Full ownership of calendaring for the Chief Financial Officer and Chief Legal Officer
• Communicate travel needs to Bridger’s travel coordinator
• Sending calendar invites
• Upload, organize, and send legal contracts for execution
• Resolving conflicts and coordinating events
• Travel coordination support
• Initiate travel arrangements
• Document and contract management
• Lead implementation of DocuSign-based management system

Requirements

• Bilingual/English (Only English required for daily tasks)
• Comfortable working remotely with reliable internet and hardware
• Experience supporting senior executives preferred

Timezone and Schedule

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

Software and Tools

• 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

Required Skills

• 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

Work Shift

8:00 AM - 5:00 PM [MST][MDT] (United States of America)

Languages

English