This is a remote position.

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.

We are seeking a proactive and highly organized
Virtual Assistant
to 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 with
  Google 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 in
  WordPress
  and/or
  Monday.com
  .

• 
  Graphic design skills (PowerPoint, Canva, or equivalent).

• 
  Experience with CRM systems, project management tools, or databases.

Benefits

• 
  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.