Remote Executive Assistant

Remote Executive Assistant – Double (Remote)

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Zirtual is a work‑life balanced company that offers clients experienced, educated remote executive assistants for their personal and professional needs. Our U.S.

-based Virtual Assistants (VA) strive to meet and exceed client expectations. The Virtual Assistant is a vital member of Zirtual and serves as the primary point of contact with clients, working independently while receiving support from an assigned Account Supervisor. The Account Supervisor assists the VA–client relationship with plan modifications, questions, quality feedback, delegation issues, and more.

The VA provides high‑level professional administrative service by working on tasks and projects as assigned by the client and ensuring they are executed on time and to the highest quality. The VA is responsible for being familiar with each client’s needs and preferences, maintaining consistent and proactive communication with clients and Account Supervisors, and ensuring availability during client‑agreed business hours. The VA sends weekly usage reports, responds to all communication within a two‑hour window, maintains detailed client profiles, and follows Zirtual’s best practices for success.

Project management and organization:

• Facilitate on‑time project and goal completion

Personal and business calendar management:

• Schedule and coordinate appointments as necessary
• Proactively monitor the client’s calendars to identify potential conflicts and maximize their time

Research:

• Conduct research on events, travel, projects, etc.
• Provide research results to team members within an established time frame, based on best practices learned in training and team preferences

Purchases:

• Ensure purchase specifications meet the client’s satisfaction
• Expense reporting and organization of expenses as necessary

Administrative tasks:

• Inbox management, calendar management, transcription, standard business correspondence, research, and data entry

Email inbox management:

• Respond to and organize emails as necessary, based on client guidelines and Zirtual policies
• Social media management and marketing

Attend meetings virtually:

• Draft agendas, take meeting minutes, and provide follow‑up as required
• Communicate task status, needs, and questions to clients clearly and continuously
• Acknowledge all assigned tasks within the established timeframe
• Understand expected due dates and communicate any changes or delays
• Inform clients of hour usage and renewal dates via Weekly Usage Report, and submit end‑of‑day reporting if requested
• Be open to feedback from the Account Supervisor on performance indicators, task quality, and time management
• Reach out to the Account Supervisor when additional task support or client coverage is needed; the supervisor will coordinate with other VAs
• Accurately and in real time track all billable hours in the official time‑tracking system

Other duties as assigned.

Desired Skills and Attributes:

• Clear, precise, proactive, and professional written and verbal communication skills
• Ability to organize and effectively prioritize tasks
• Ability to multi‑task with various programs and learn new programs as required
• Commitment to a minimum of one year with Zirtual
• Meticulous attention to detail and ability to comprehend complex tasks
• Capability to respond to stress in a fast‑paced environment
• Strong interpersonal skills and ability to quickly develop working relationships
• Affable and enthusiastic attitude toward teamwork
• Internet/Web and computer savvy

Qualifications:

• Associate’s Degree, Bachelor's Degree, or a minimum of 5 years experience as an Executive Assistant to C‑level executives
• Minimum of 4 years of administrative experience
• Preferred experience working with C‑level executives
• Proficiency with Google Suite and Google Calendar, and fluency in Microsoft Office
• Proficiency with a task management program such as Trello or Asana
• Preferred experience with a communication program such as Slack
• Preferred experience with a CRM platform such as Sales Force, Hub Spot, or Zoho
• Preferred experience with an expense reporting program such as Quick Books or Expensify
• Preferred experience with a travel management program such as Concur
• Preferred experience with a social media management program such as Hootsuite and Word Press
• Preferred experience with AI tools
• Reliable Internet connection, computer, and phone
• Typing speed of at least 50 WPM with high accuracy
• Availability during business hours PST or EST Monday‑Friday, unless otherwise agreed in writing with each client

Compensation:

• Compensated as a 1099 independent contractor; VA’s are paid a set amount of their client’s monthly plans with monthly pay averaging $1,500‑$3,800, depending on client mix.
• After 6 months tenure, VA’s revenue split can increase and is dependent on plan utilization and client retention.