Zirtual is looking for a Remote Executive Assistant to serve as the main point of contact for clients, delivering high-level professional administrative services. In this role, you will work independently with clients on assigned tasks while receiving support from an Account Supervisor to ensure timely execution and quality.
What You'll Do
- Make daily outbound calls to warm leads, collect data, and schedule appointments.
- Provide project management and organization to facilitate on-time project and goal completion.
- Manage personal and business calendars, schedule appointments, and proactively monitor for conflicts.
- Conduct research on events, travel, and projects, providing results within established time frames.
- Handle purchases, ensure 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 by responding to and organizing emails per client guidelines and Zirtual policies.
- Manage social media and marketing activities.
- Attend meetings virtually, draft agendas, take minutes, and provide follow-up.
- Maintain continuous clear communication about task status, needs, and questions with clients.
- Acknowledge tasks within an established time frame, communicate due dates and any delays.
- Send Weekly Usage Reports and end-of-day reports as requested to keep clients informed of hour usage.
- Be open to feedback from Account Supervisors on KPIs, task quality, and time management.
- Reach out to Account Supervisors for additional task support or client coverage during absences.
- Accurately track all billable hours in real-time 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.
- 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.
- 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.
Technical Stack
- Google Suite, Google Calendar, Microsoft Office
- Trello, Asana
- Slack
- SalesForce, Hubspot, Zoho
- Quickbooks, Expensify
- Concur
- Hootsuite, Wordpress
Team & Environment
You will receive support from an assigned Account Supervisor and report directly to them.
Work Mode
This is a fully remote position open to candidates in the United States.
Zirtual is a work-life balanced company.
