Responsibilities
- Project management and organization- - Facilitate on-time project and goal completion
- Personal and business calendar management- - 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- - This may include 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.
- Purchases- - Ensuring specifications of the purchase meet the client’s satisfaction. - Expense reporting and organization of expenses as necessary.
- Administrative tasks- - This may include but is not limited to: inbox management, calendar management, transcription, standard business correspondence, research, and data entry.
- Email inbox management- - This may require, among other responsibilities, responding to and organizing emails as necessary, based on specific guidelines provided by the client and in line with Zirtual policies and practices.
- Social media management and marketing
- Attend meetings virtually- - Draft agendas, take meeting minutes, and provide follow-up as required.
- The VA must provide continuous clear communication about task status, needs, and questions to their clients. They should: 1. acknowledge all tasks assigned within the established time frame 2. ensure that they understand expected due dates, and communicate any changes or delays with the client 3. 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 4. The VA should be open to feedback from the Account Supervisor on Key Performance Indicators, task quality, and time management 5. The VA will reach out to the Account Supervisor whenever they need additional task support or client coverage during a vacation or illness. The Account Supervisor will facilitate assistance from other VA's. 6. Accurately and in real-time track all billable hours for the client in the official Zirtual time tracking system.
- Other duties as assigned.
Requirements
- 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 C-level executives
- Minimum of 4 years of administrative experience
- Proficiency with Google Suite and Google Calendar, and fluency in Microsoft Office
- Proficiency with a task management program such as Trello or Asana
- Reliable Internet connection, computer, and phone
- Typing ability of at least 50 WPM with accuracy
- Available during business hours PST or EST Monday-Friday, unless otherwise agreed in writing with each client
Nice to Have
- Experience in the Medical industry
- Experience in the Real Estate industry
- Preferred experience using JaneAPP
- Preferred experience with a communication program such as Slack
- Preferred experience with a CRM platform such as SalesForce, Hubspot, or Zoho
- Preferred experience with an expense reporting program such as Quickbooks or Expensify
- Preferred experience with a travel management program such as Concur
- Preferred experience with a social media management program such as Hootsuite and Wordpress
