Executive Assistant

About Zirtual

Zirtual is a company that emphasizes work-life balance by providing clients with skilled remote assistants who support both personal and professional needs. Executive Assistants at Zirtual are dedicated to offering efficient, proactive, and top-notch assistance that fulfills and surpasses client expectations.

Role Overview

The Executive Assistant plays a crucial role as the main contact for assigned clients, working independently but with support from an Account Supervisor who helps manage the client relationship, plan changes, and offers feedback for continued improvement.

Key Responsibilities

• Manage and coordinate complex calendars, scheduling meetings and events across various time zones while proactively handling conflicts.
• Monitor and organize client inboxes by drafting and responding to emails, prioritizing communications, and acting as a bridge between clients and contacts.
• Provide administrative support including document preparation, presentations, data entry, file management, and project tracking.
• Arrange travel plans such as flights, accommodations, and transportation, create comprehensive itineraries, and handle changes as necessary.
• Coordinate both virtual and in-person meetings or events, support daily business operations, conduct research, and suggest improvements for efficiency.

Work Expectations

Assistants are generally expected to be available during client business hours as agreed but are not required to provide 24/7 availability. Weekly usage reports must be sent, communications responded to within two hours, client profiles maintained meticulously, and adherence to company best practices ensured.

Required Skills and Qualifications

• Excellent organizational and time management capabilities.
• Strong written and spoken communication skills.
• High accuracy and attention to detail.
• Ability to juggle multiple clients and meet deadlines effectively.
• Proactive problem-solving approach working independently in a remote setting.
• Associate’s or Bachelor’s degree in Business Administration or related fields, or equivalent experience.
• 2–4+ years’ background as an Executive Assistant or similar administrative role, preferably managing multiple clients.
• Minimum typing speed of 50 words per minute with precision.
• Proficiency with Google Workspace, Microsoft Office, calendar management tools (Google Calendar, Outlook), project management and CRM platforms (Asana, Trello, ClickUp, Zoho, Salesforce), and communication tools like Slack, Zoom, and Teams.
• Reliable high-speed internet, computer, and phone; ability to maintain confidentiality and professionalism.

Preferred

• Competency in additional languages such as French or Spanish alongside English.
• Experience supporting executives, entrepreneurs, or owners of small businesses.

Compensation

This role is an independent contractor position. Earnings vary based on client engagements, averaging between $1,500 and $3,800 monthly.

Important Notice on Recruitment Scams

Zirtual prioritizes the security of its hiring process. Candidates should note that Zirtual will never demand payments or personal financial information, nor provide equipment or request payments for equipment. Authentic recruiter communications will originate from an @zirtual.com email address. Suspicious emails should not be engaged with and must be reported promptly. Protect your personal information vigilantly throughout your job search.