H!KINEX seeks a Remote Executive Assistant to deliver high-level professional administrative services as a virtual assistant. You will act as the main point of contact for assigned clients, executing tasks and projects independently while ensuring timely delivery and quality standards. This role requires availability during client business hours and a commitment to proactive communication.
What You'll Do
- Be the main point of contact for assigned clients and work independently with them.
- Provide high-level professional administrative service by working on client-assigned tasks and projects.
- Ensure tasks are executed on time and to the highest level of quality.
- 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 established time frames.
- Handle purchases, ensuring they meet client specifications, 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.
- Manage social media and marketing.
- Attend meetings virtually, draft agendas, take minutes, and provide follow-up.
- Acknowledge all tasks within established time frames and communicate changes or delays.
- Send Weekly Usage Reports and, if requested, end-of-day reports to keep clients informed.
- Accurately track all billable hours in real-time in the official time tracking system.
- Be open to feedback from Account Supervisors on KPIs, task quality, and time management.
- Reach out to Account Supervisor for additional task support or client coverage during vacation or illness.
What We're Looking For
- 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 ones as required.
- Ability to commit to a minimum of one year with Zirtual.
- Meticulous attention to detail and 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 5 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 working with C-level executives.
- Experience with a communication program such as Slack.
- Experience with a CRM platform such as 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 such as Hootsuite and Wordpress.
- Experience with AI tools.
Technical Stack
- Google Suite, Google Calendar, Microsoft Office
- Trello or Asana
- Slack
- SalesForce, Hubspot, or Zoho
- Quickbooks or Expensify
- Concur
- Hootsuite, Wordpress
- AI tools
Team & Environment
You will receive support from an assigned Account Supervisor who assists with plan modifications, questions, feedback, delegation issues, and client relationships. This role reports to an Account Supervisor.
Work Mode
This is a fully remote position open to candidates located in the US.
H!KINEX is committed to providing a work-life balanced environment.
