Zirtual is looking for an Executive Assistant to join our team in Canada. This vital remote role serves as the main point of contact for clients within The Virtual Gurus powered by Zirtual, working independently to deliver high-level professional administrative services. You'll execute tasks and projects on time and to the highest quality, with support from an assigned Account Supervisor.
What You'll Do
- Provide high-level professional administrative service by working on tasks and projects assigned by the client.
- Be the main point of contact for assigned clients, becoming familiar with each client's needs and preferences.
- Maintain consistent and proactive communication with clients and Account Supervisors.
- Assist with project management and organization to facilitate on-time project and goal completion.
- Manage personal and business calendars, including scheduling appointments and proactively monitoring for conflicts.
- Conduct research on events, travel, projects, etc., and provide results within an established timeframe.
- Handle purchases, ensuring specifications meet client satisfaction, and manage expense reporting.
- Perform administrative tasks including inbox management, calendar management, transcription, correspondence, research, and data entry.
- Manage email inboxes, responding to and organizing emails based on client guidelines and Zirtual policies.
- Manage social media and marketing.
- Attend meetings virtually, draft agendas, take minutes, and provide follow-up.
- Acknowledge all tasks within the established timeframe and communicate any changes or delays to the client.
- Send Weekly Usage Reports and, if requested, end-of-day reporting to keep clients aware of hour usage.
- Accurately and in real-time track all billable hours for the client in the official Zirtual time tracking system.
What We're Looking For
- An 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.
- 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.
- 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.
- 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
- Bilingual (English/French).
- Preferred experience working with C-level executives.
- Experience in Real Estate Management/Support.
- Experience in Wealth Management.
- Experience in the Medical industry.
- Experience in Social Media and/or Marketing Industry.
- Preferred experience in 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.
Technical Stack
- Google Suite, Google Calendar, Microsoft Office
- Trello or Asana
- Slack
- SalesForce, Hubspot, or Zoho
- Quickbooks or Expensify
- Concur
- Hootsuite, Wordpress
- JaneApp
Team & Environment
You will receive support from an assigned Account Supervisor, who you will report to.
Work Mode
This is a fully remote position open to candidates located in Canada. Zirtual is a work-life balanced company.
