Personal/Virtual Assistant

We are seeking a high-energy, proactive, and exceptionally organized Personal or Virtual Assistant to serve as a Lifestyle Manager and Operations Coordinator. This is not just a data-entry role; you will be the primary point of contact for customers, a gatekeeper for communications, and a strategic partner in managing the client's professional and personal life.

This role combines executive support, contract administration, purchasing coordination, customer communication, and operational tracking. The ideal candidate is a fast learner who doesn't just follow instructions but actively identifies opportunities to improve processes, maintain organization, and support business growth.

Key Responsibilities:

Lifestyle & Executive Support

• Assist with various tasks to streamline the client's day-to-day life, balancing business operations, sales-related administrative work, and personal organization.
• Manage multiple email accounts, organize communications, maintain inbox efficiency, and ensure no opportunities or important requests are missed.
• Provide full calendar management, including scheduling meetings, resolving conflicts, and coordinating appointments.
• Act as a gatekeeper for communications and a trusted partner in managing priorities.

Purchasing & Vendor Coordination

• Issue purchase orders to international suppliers and shipping partners under the client's direction.
• Enter and maintain shipment documentation within internal management and accounting systems.
• Track shipments, purchase orders, and vendor commitments to ensure timely fulfillment.
• Monitor supplier performance, ensuring shipments are delivered on time and according to agreed pricing and terms.
• Maintain accurate records and tracking spreadsheets for purchasing and operational activities.

Contract Administration & Customer Coordination

• Prepare and present customer contracts for review and signature.
• Upload and maintain executed contracts within internal systems for monitoring and compliance purposes.
• Track customer purchasing activity and contract fulfillment timelines.
• Monitor contract expiration dates and proactively follow up with customers regarding outstanding commitments or renewals.
• Maintain and manage NDA agreements, customer documentation, and contract records.
  

Financial Tracking & Reconciliation

• Maintain financial tracking spreadsheets and monitor purchasing activity against budgets.
• Assist with cash flow tracking and reporting to help ensure spending remains aligned with business objectives.
• Support reconciliation efforts between buyers and sellers by verifying purchase activity, shipment records, pricing, and contract terms.
• Identify discrepancies and proactively communicate issues requiring resolution.

Client & Credit Administration

• Perform client credit searches and maintain customer credit documentation.
• Manage customer credit applications and confidential financial information.
• Maintain organized records and ensure all documentation is accurate and easily accessible.

• 2–4 years of experience as a Personal Assistant, Virtual Assistant, Operations Coordinator, or similar role.
• Excellent written and verbal English communication skills.
• Strong proficiency with Google Workspace, particularly Gmail and Google Calendar.
• Experience managing contracts, documentation, purchasing processes, or operational workflows.
• Highly organized with exceptional attention to detail and follow-through.
• Ability to manage multiple priorities in a fast-paced environment.
• Proactive, resourceful, and comfortable working independently.
• Ability to remain composed under pressure and maintain confidentiality.
• Strong desire to learn, grow, and contribute to process improvements.
• Currently living in Latin America.

• Work remotely Monday - Friday, 40 hours a week (no weekends)
• Vacation: 10 business days a year
• Holidays: 5 National Holidays a year
• Company Holidays: 5 Company Holidays a year (Christmas Eve, Christmas Day, New Year's Eve, New Year's Day, Zipdev Day)
• Parental Leave
• Health Care Reimbursement
• Active Lifestyle Reimbursement
• Quarterly Home Office Reimbursement
• Payroll Deduction Purchase Plans
• Longevity Bonus
• Continuous Learning Bonus
• Access to Training and Professional Development Platforms
• Did we mention it's REMOTE?!!

One of our core values at Zipdev is "Be authentic." that's why we encourage you to answer the application form in your own words; we are interested in getting to know you, not a digital assistant.

Wondering how our remote environment or our payment method work? We've put together some helpful answers in our FAQs at the bottom our our career site. Take a look and let us know if you have any other questions!