# Personal/Virtual Assistant

**Company:** [Zipdev](http://jobs.workable.com/companies/qoJNNPNYZxvPWh8dKtNN9t.md)
**Location:** Remote
**Workplace:** remote
**Employment type:** Full-time
**Department:** Administrative

[Apply for this job](http://jobs.workable.com/view/8aee462b-8267-491b-9d5b-134c96f292d2)

## Description

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.

## Requirements

-   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.

## Benefits

-   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.](https://zipdev.com/careers/%20) Take a look and let us know if you have any other questions!