Zirtual is seeking a Remote Executive Assistant to provide high-level professional administrative services. In this role, you will act as the main point of contact for assigned clients, working independently to manage their tasks and projects with support from an Account Supervisor. We are a work-life balanced company.
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 as 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.
- Be available for clients during business hours as agreed upon with each client.
- Send weekly usage reports and respond to all communication within a two-hour response window.
- Maintain detailed and up-to-date client profiles and follow Zirtual's best practices.
- 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 client satisfaction, and manage expense reporting and organization.
- Perform administrative tasks including inbox management, calendar management, transcription, business correspondence, research, and data entry.
- Manage email inboxes, responding to and organizing emails based on client guidelines.
- Assist with social media management and marketing.
- Attend meetings virtually, draft agendas, take minutes, and provide follow-up.
- Acknowledge all tasks within the established time frame and communicate any changes or delays.
- Accurately and in real-time track all billable hours for the client in 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.
- 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 and Wordpress
Team & Environment
You will receive support from an assigned Account Supervisor who assists with client relationship, plan modifications, questions, and provides feedback. You will report to your Account Supervisor.
Work Mode
This is a fully remote position open to candidates in the United States.
