Zirtual is seeking a dedicated Executive Assistant to deliver exceptional professional administrative services. In this remote role, you will act as the primary point of contact for assigned clients, working independently to manage their needs while receiving support from an Account Supervisor.

What You'll Do

Serve as the main point of contact for clients, familiarizing yourself with their specific needs and preferences.
Provide high-level professional administrative support by completing assigned tasks and projects.
Ensure all work is executed on time and to the highest quality standard.
Maintain consistent, proactive communication with both clients and your Account Supervisor.
Assist with project management and organization to facilitate on-time goal completion.
Manage personal and business calendars, schedule appointments, and proactively monitor for conflicts.
Conduct research on events, travel, and projects, delivering results within established timeframes.
Handle purchases, ensure client satisfaction, and manage expense reporting.
Perform key administrative tasks including inbox management, transcription, business correspondence, and data entry.
Manage email inboxes, responding to and organizing emails based on client guidelines.
Assist with social media management and marketing efforts.
Attend meetings virtually, draft agendas, take minutes, and provide follow-up.
Acknowledge all tasks promptly and communicate any changes or delays.
Send Weekly Usage Reports and, if requested, end-of-day reporting to keep clients informed.
Accurately track all billable hours in real-time using Zirtual's official time tracking system.
Reach out to your Account Supervisor for additional task support or client coverage.

What We're Looking For

Clear, precise, proactive, and professional written and verbal communication skills.
Strong ability to organize and effectively prioritize tasks.
Proven ability to multi-task with various programs and learn new ones as required.
Ability to commit to a minimum of one year with Zirtual.
Meticulous attention to detail and ability to comprehend complex tasks.
Capable of responding to stress in a fast-paced environment.
Strong interpersonal skills and ability to quickly develop productive working relationships.
An affable and enthusiastic attitude toward teamwork.
Internet/Web and computer savvy.
An Associate’s Degree, Bachelor's Degree, or a minimum of 7 years experience as an Executive Assistant to C-level executives.
A 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.
A reliable Internet connection, computer, and phone.
Typing ability of at least 50 WPM with accuracy.
Availability during business hours PST or EST Monday-Friday, unless otherwise agreed in writing with each client.

Nice to Have

Bilingual proficiency (English/Spanish).
Experience working directly with C-level executives.
Background in the Medical or Real Estate industries.
Experience using JaneAPP.
Experience with a communication program such as Slack.
Familiarity with a CRM platform like SalesForce, Hubspot, or Zoho.
Experience with an expense reporting program such as Quickbooks or Expensify.
Experience with a travel management program such as Concur.
Experience with a social media management program like Hootsuite and Wordpress.

Technical Stack

Productivity: Google Suite, Google Calendar, Microsoft Office
Task Management: Trello, Asana
Communication: Slack
CRM: SalesForce, Hubspot, Zoho
Finance: Quickbooks, Expensify
Travel: Concur
Marketing: Hootsuite, Wordpress
Specialized: JaneAPP

Team & Environment

You will work independently as the main point of contact for your clients while receiving support and guidance from an assigned Account Supervisor, who you will report to directly.