Virtual Assistant - Remote Role at Polygon Labs

About the Role

As a Virtual Assistant at Polygon Labs, you will play a crucial role in maintaining smooth executive operations during a pivotal shift to a self-service scheduling model. This Virtual Assistant remote position is fully remote, based in Latin America, where you'll support the most strategic leaders at Polygon Labs.

What You'll Do

• Manage day-to-day scheduling and group meeting coordination across various time zones and stakeholders.
• Own inbox/calendar follow-ups, meeting confirmations, and logistical coordination.
• Triage and escalate scheduling requests that meet the complexity threshold (e.g., sensitive, high-stakes, or multi-party coordination).
• Adhere to SLAs and intake processes using ClickUp; ensure every request is complete and properly documented.
• Enforce existing/corporate calendar hygiene best practices and utilize tools like templates and scheduling rules to reduce churn.
• Partner with the Lead EA on onboarding, training, and continuous improvement of executive operations.

Requirements

• 3+ years of experience in a remote administrative/virtual assistant, or operations coordinator role.
• Strong written English communication skills; Spanish proficiency is a plus.
• Proficiency with Google Calendar, Gmail, Slack, Telegram, and basic productivity tools.
• Demonstrated ability to manage complex scheduling across global time zones.
• Confidence to push back diplomatically and enforce clarity and completeness in requests.
• High level of reliability, discretion, and trustworthiness with sensitive executive information.

Nice to Have

• Experience supporting executive leadership in fast-paced or startup environments.
• Familiarity with ClickUp or similar task/project management systems.
• Proven ability to work independently and thrive in an asynchronous, remote-first team.

What We Offer

• Remote first global workforce.
• Industry leading Medical, Dental and Vision health insurance.
• Company matching 401k with 3% match (for U.S. employees).
• $1,500 Home Office Set Up Allowance (lifetime max).
• $200 Annual Book Allowance Program.
• $75 Monthly internet or phone reimbursement.
• Flexible Time Off.
• Company issued laptop.
• Egg freezing, mental health, and employee wellness benefits.