Virtual Assistant or Contracts Administrator (German-speaking)
Fresher Jobs Hub
Available Locations:
Johannesburg, Gauteng
Job Description
Job Summary
Fresher Jobs Hub is looking for a detail‑obsessed, German‑speaking Virtual Assistant / Contracts Administrator to support our growing operations across the DACH region. You will be the operational backbone for executives and the first line of control for the entire contract lifecycle—drafting, reviewing, tracking renewals, and ensuring compliance—while also managing day‑to‑day executive assistance tasks such as calendar management, inbox triage, documentation, research, and process coordination. This is a high‑trust, high‑impact, fully remote position suited to someone who thrives on structure, precision, and proactive communication in both German and English.
Key Responsibilities
Virtual Assistant (VA) Responsibilities
- Manage executive calendars, schedule cross‑time‑zone meetings, and prepare agendas & minutes.
- Triage and respond to emails in German and English, escalating only what needs attention.
- Prepare high‑quality documents, reports, and presentations (Word, Excel, PowerPoint/Google Slides).
- Conduct market, vendor, or legal administration research and summarise findings clearly.
- Maintain organised digital filing systems and knowledge bases.
- Track tasks, deadlines, and deliverables using project management tools (e.g., Asana, Trello, Jira, Notion).
- Coordinate travel, reimbursements, and procurement requests when required.
Contracts Administration Responsibilities
- Draft, format, and review standard agreements (NDAs, MSAs, SOWs, SLAs, purchase orders, vendor contracts) under guidance from legal or management.
- Maintain a centralised contract repository with accurate metadata (parties, term, renewal dates, obligations, etc.).
- Monitor key contract milestones (renewals, expirations, obligations) and proactively alert stakeholders.
- Ensure compliance with internal policies and applicable regulations; liaise with legal counsel when needed.
- Manage signature workflows via e‑signature platforms (e.g., DocuSign, Adobe Sign).
- Implement and continuously improve contract templates, approval workflows, and version control.
- Support vendor onboarding, due diligence documentation, and compliance checklists.
Required Skills and Qualifications
- Fluency in German (C1/C2) and strong professional English—written and spoken.
- Excellent organisational, prioritisation, and follow‑through skills; you never miss a detail or a deadline.
- Strong command of MS Office / Google Workspace (advanced Word & Excel formatting, redlining, track changes).
- Familiarity with contract lifecycle management (CLM) concepts, even if you haven’t used an enterprise CLM tool yet.
- Ability to read and understand contractual language; comfortable spotting inconsistencies, missing clauses, or risky terms.
- High level of discretion and respect for confidentiality (you will handle sensitive documents).
- Tech‑savvy and quick to learn new tools (e.g., DocuSign, Notion, Slack, Asana, SharePoint).
- Clear, structured communication style and stakeholder management ability.
Experience
- 0–3 years in any combination of: virtual assistance, contracts administration, legal operations, paralegal support, procurement operations, or project coordination.
- Fresh graduates with excellent German and demonstrable attention to detail are welcome to apply.
- Exposure to EU/DACH contracting norms, GDPR considerations, or compliance frameworks is a plus.
- Prior work with startups, consulting firms, or remote/async teams is advantageous.
Working Hours
- Flexible, remote-first setup with at least 3–4 hours overlap with CET (Central European Time) for stakeholder meetings and contract approvals.
- Standard expectation: 40 hours per week (we will consider structured part‑time if you’re exceptional).
- Occasional peak‑period availability around quarter‑ends or major contract deadlines.
Knowledge, Skills, and Abilities
- Knowledge: Basic understanding of contract structures (terms, termination, liability, IP, confidentiality), document control, and audit trails.
- Skills: Advanced document editing, versioning, redlining; strong task management; data accuracy; process mapping & optimisation.
- Abilities: Work autonomously, handle multiple priorities, maintain confidentiality, and communicate complex information simply.
Benefits
- 100% remote work with flexible scheduling.
- Competitive salary aligned with experience and market.
- Internet/WFH setup reimbursement and productivity tools provided.
- Learning & development budget for upskilling in CLM tools, legal ops, or process automation.
- Health & wellness benefits (region-specific).
- Fast growth pathway into Legal Ops, Procurement Ops, or Operations Management for high performers.
Why Join
- Shape robust, scalable contract and admin processes from the ground up.
- Work with a dynamic, international team that values clarity, speed, and ownership.
- Get direct exposure to leadership, cross‑functional projects, and real decision‑making.
- A meritocratic culture—your ideas will be implemented, not ignored.
How to Apply
Send the following to careers@fresherjobshub.com (or apply via our portal, if applicable) with the subject line: “Application – German‑speaking VA / Contracts Administrator – [Your Name]”
Please include:
- CV/Resume (PDF)
- Short cover letter (in both German and English) explaining your relevant experience and availability
- Earliest start date & current notice period
- Expected salary (monthly or annual, specify currency)
- A 1–2 minute Loom/video or written sample describing how you manage contracts or complex admin tasks (optional but strongly recommended)
- Links to LinkedIn / portfolio (if any)