Virtual Assistant - (HR31092DN)

Job Title: Virtual Assistant
Location: Remote (MST Time Zone)
Salary Range: up to 900 USD

Work Schedule: Monday - Friday, 8:30 AM to 5:00 PM (MST)

NOTE: INDEPENDENT CONTRACTOR POSITION

Company Overview:

Sagan is an exclusive membership community for top executives, founders, and CEOs seeking to hire and maximize the impact of international talent. We bridge the gap between global talent and US-based businesses, connecting candidates from vibrant regions like Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa with leading American companies. Discover a world of career possibilities with Sagan.

Position Overview:

We are seeking a highly organized and detail-oriented Virtual Assistant to provide operational and administrative support across various business functions. This role is a mix of HR, marketing, social media, and production administration, making it ideal for a versatile and proactive professional.

Key Responsibilities:

Human Resources Support:

• Post job openings on job boards.
• Schedule interviews for hiring managers.
• Follow up with candidates to keep strong prospects engaged.

Subcontractor Onboarding & Administration:

• Send and manage Master Sub Agreements and store them in the intranet.
• Welcome new subcontractors and guide them through onboarding.
• Set up subcontractors for payroll in the payroll system.
• Register subcontractors as vendors in QuickBooks Online.
• Obtain and manage subcontractor insurance requirements.

Design Consultant & Project Manager Onboarding:

• Manage contractor agreements, NDAs, and commission agreements.
• Order business cards and company-branded swag.

Set up system login credentials for new hires:

• Conduct first-day onboarding and remove system permissions for terminated employees.

HR & Administrative Tasks:

• Organize and maintain SOPs in Trainual.
• Prepare content for training purposes.
• Schedule and manage weekly sales and staff meetings.
• Record, transcribe, and distribute meeting notes.
• Manage company emails and executive calendars.
• Coordinate travel bookings for company leadership.

Marketing & Social Media Support:

• Plan and coordinate events, trade shows, and vendor outings.
• Schedule and maintain event calendars.
• Order supplies and promotional materials.
• Manage social media accounts (Instagram) and respond to direct messages.

Media & Advertising Support:

• Schedule photography and drone footage of completed projects.
• Manage direct mail campaigns and door hanger distributions.
• Upload completed project photos to Yelp, Google, and Angis business pages.

Production Administration:

• Research and identify potential trade partners.
• Coordinate meetings with trade partners and company leadership.
• Support subcontractor back-office administration, including receipt collection and purchase order tracking.

Qualifications:

• Strong proficiency in Google Docs, Slack, and Trainual (experience in QuickBooks Online, Monday.com, and HouseCall Pro is a plus).
• Excellent communication skills in both English and Spanish.
• Prior experience in HR administration, marketing coordination, or virtual assistant roles.
• Ability to manage multiple projects, prioritize tasks, and meet deadlines.
• High attention to detail and ability to work independently.

Nice-to-Have Skills:

• Background in construction or subcontractor management.
• Experience handling administrative tasks in a fast-paced business.

Please note: To ensure prompt processing of your application, we kindly request that you submit your resume and an introductory video in English format.