Zirtual is hiring a Remote Executive Assistant to provide high-level professional administrative service to a portfolio of clients. As the main point of contact, you will work independently to execute tasks and projects on time and to the highest standard of quality.
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 tasks and projects assigned by the client.
- 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 specifications meet client satisfaction, and manage expense reporting.
- Perform administrative tasks including inbox management, calendar management, transcription, business correspondence, research, and data entry.
- Manage email inboxes based on client guidelines and Zirtual policies.
- Assist with social media management 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 to keep clients aware of hour usage and renewal dates.
- Accurately track all billable hours for the client in real-time using the official Zirtual time tracking system.
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 programs 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 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
- Bilingual (English/Spanish).
- 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, Asana
- Slack
- SalesForce, Hubspot, Zoho
- Quickbooks, Expensify
- Concur
- Hootsuite, Wordpress
- JaneApp
Team & Environment
Virtual Assistants are the main point of contact with clients and receive support from an assigned Account Supervisor, to whom this role reports.
Work Mode
This is a fully remote position open to candidates based in the United States. Zirtual champions a work-life balanced company culture.
