Job description
This is a remote position.
About the Client:Our client is a fast-paced, mission-driven advisory firm that helps governments, businesses, and NGOs solve complex problems through collaboration, innovation, and co-creation. We bring together diverse stakeholders to design, implement, and scale solutions that achieve lasting impact.
About the Role:We are seeking a proactive and highly organizedVirtual Assistantto support our client's administrative, marketing, research, and project/client work. This role requires exceptional attention to detail, professionalism, and the ability to manage multiple priorities in a dynamic environment. The Virtual Assistant will work closely with leadership and project teams to ensure smooth day-to-day operations and high-quality client delivery.
Key Responsibilities
Meeting Support:Attend internal and external (client) calls; take comprehensive notes; track and manage follow-up items.
Calendar Management:Manage executive and team calendars; schedule and coordinate meetings across internal and external stakeholders; maintain and update CollaborateUp’s events calendar.
Document & Presentation Support:Customize template decks for client needs and create new decks for marketing and business development purposes.
Research:Conduct targeted research on topics such as tax regulations, benefits for eco-tourism in Mexico, and other project- or client-related areas.
Database & Tracking:Maintain client and partner lists, points of contact, and opportunity trackers; log updates and next steps.
Administrative Support:Route documents for signature; draft NDAs; follow up on invoice status; liaise with CollaborateUp’s accounting team on project invoices.
Proposal Support:Assist in proposal development, including creating graphics, drafting job descriptions, and formatting.
Other Duties:Provide general support to the CollaborateUp team and leadership, including special projects and ad hoc requests as assigned.
Requirements
Required
Minimum of 4 years of experience in a professional setting.
Minimum of 2 years of experience in a professional remote work environment.
Strong organizational, research, and administrative skills.
Experience managing calendars and scheduling across multiple time zones.
Familiarity withGoogle Workspace (GSuite)tools (Docs, Sheets, Slides, Drive, Gmail, Calendar).
High emotional intelligence, maturity, and demonstrated business acumen.
Excellent written and verbal communication skills in English.
Comfort asking supervisors for clarity, deadlines, and priority-setting when not explicitly communicated.
Proficiency in Microsoft Office Suite and virtual meeting platforms (Zoom, Teams).
Self-starter with a proactive approach to problem-solving.
Comfortable balancing multiple projects and shifting priorities.
Detail-oriented and reliable in execution.
Team player who thrives in a collaborative, remote-first environment.
Professional presence when interfacing with clients and partners.
Preferred
Experience supporting consulting, professional services, or international development organizations.
Experience working inWordPressand/orMonday.com.
Graphic design skills (PowerPoint, Canva, or equivalent).
Experience with CRM systems, project management tools, or databases.
Benefits
Reminders:
Attaching your resume is optional but highly recommended to ensure the information in your application form is accurate.
A Loom video is required as clients may request it during the selection process.
Be sure to complete the skill set section thoroughly—this is crucial for our internal system automation and ensures your application is processed efficiently.
Originally posted on Himalayas
Who can apply
Eligible countries: United States. Accepted UTC offsets: UTC-10, UTC-9, UTC-8, UTC-7, UTC-6, UTC-5, UTC+14. Review the full description for employer-specific work authorization, residency and schedule requirements.