Executive Assistant

Zirtual is a work‑life balanced company that offers clients experienced, educated remote executive assistants for their personal and professional needs. Our Canada and US‑based Virtual Assistants (VA) strive to meet and exceed client needs and expectations.

The Virtual Assistant is a vital member of Zirtual. The VA is the main point of contact with clients and will work independently with the clients. The VA will receive support from their assigned Account Supervisor, who will assist the VA‑client relationship with plan modifications, questions, and provide feedback on quality, delegation issues, and more.

The VA will provide a 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 level of quality. The VA is responsible for being the main point of contact for their assigned clients, and being familiar with each client's needs and preferences. The VA must have consistent and proactive communication with clients and the Account Supervisors.

Virtual Assistants are expected to be available for clients during business hours as agreed upon with each client but around‑the‑clock availability is not expected. Virtual Assistants send weekly usage reports, respond to all communication within a two‑hour response window, maintain detailed and up‑to‑date client profiles, and follow Zirtual's best practices for success.

• Facilitate on‑time project and goal completion

• Scheduling and coordinating appointments as necessary
• Proactively monitoring the client's calendars to identify potential conflicts and ensure the team is maximizing the client's time

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

• Ensure specifications of the purchase meet the client's satisfaction
• Expense reporting and organization of expenses as necessary
• Administrative tasks such as inbox management, calendar management, transcription, standard business correspondence, research, and data entry

• Respond to and organize emails as necessary, based on specific guidelines provided by the client and in line with Zirtual policies and practices
• Social media management and marketing

• Draft agendas, take meeting minutes, and provide follow‑up as required
• Provide continuous clear communication about task status, needs, and questions to their clients. They should: acknowledge all tasks assigned within the established time frame; ensure that they understand expected due dates, and communicate any changes or delays with the client;
• Ensure the client is aware of their hour usage and renewal dates by sending a Weekly Usage Report, and if requested, end‑of‑day reporting;
• Be open to feedback from the Account Supervisor on Key Performance Indicators, task quality, and time management;
• Reach out to the Account Supervisor whenever additional task support or client coverage during a vacation or illness is needed. The Account Supervisor will facilitate assistance from other VAs;
• Accurately and in real‑time track all billable hours for the client in the official Zirtual time‑tracking system

Other duties as assigned.

• Bilingual (English/French)
• 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
• Ability to commit to a minimum of one year with Zirtual
• Must have meticulous attention to detail, along with the ability to comprehend difficult tasks
• Capable of responding 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

• Associate's Degree, Bachelor's Degree, or a minimum of 7 years experience as an Executive Assistant to…