The Executive Assistant is a vital member of the Zirtual team and serves as the primary point of contact for assigned clients. In this role, you will work independently while receiving support from an Account Supervisor, who will assist with client relationships, plan adjustments, quality feedback, and ongoing guidance.
As an Executive Assistant, you will play a critical role in supporting busy professionals by managing schedules, communications, and day-to-day operations. You will help streamline workflows, anticipate needs, and ensure tasks are completed efficiently and accurately.
Assistants are expected to be available for clients during business hours as agreed upon with each client but around-the-clock availability is not expected. Responsibilities also include sending weekly usage reports, responding to communication within a two-hour window, maintaining detailed client profiles, and following Zirtual's best practices for success.
This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Typical Duties and Responsibilities (may vary based on client needs)
Calendar & Schedule Management
- Manage and coordinate complex calendars and appointments
- Schedule meetings, calls, and events across multiple time zones
- Anticipate scheduling conflicts and proactively resolve them
- Monitor and manage inboxes, including drafting and responding to emails
- Prioritize communications and ensure timely follow-up
- Serve as a liaison between clients and internal/external contacts
- Prepare documents, presentations, and reports
- Handle data entry, file organization, and record maintenance
- Assist with project coordination and task tracking
- Research and book travel arrangements (flights, hotels, transportation)
- Create detailed itineraries and manage travel changes
- Coordinate virtual and in-person meetings or events
- Support day-to-day business operations
- Conduct research and compile information as needed
- Identify opportunities to improve processes and efficiency
Skills & Attributes
- Strong organizational and time management skills
- Excellent written and verbal communication
- High attention to detail and accuracy
- Ability to manage multiple clients and deadlines
- Proactive, resourceful, and solution-oriented mindset
- Ability to work independently in a remote environment
- Bilingual (English/French and/or Spanish)
- Experience supporting executives, entrepreneurs, or small business owners
- Associate's or Bachelor's degree in Business Administration or related field (or equivalent experience)
- 2-4+ years of experience as an Executive Assistant, Administrative Assistant, or similar role
- Experience supporting multiple clients or executives preferred
- Typing ability of at least 50 WPM with accuracy
- Google Workspace and/or Microsoft Office
- Calendar management tools (Google Calendar, Outlook)
- Project management and CRM tools (e.g., Asana, Trello, ClickUp, Zoho, Salesforce)
- Communication tools (Slack, Zoom, Teams)
- Reliable high-speed internet, computer, and phone
- Ability to maintain confidentiality and professionalism
- Availability during business hours (PST or EST, Monday-Friday), unless otherwise agreed in writing with each client
This is an independent contractor position. Compensation is based on a percentage of client monthly plans, with average monthly earnings ranging from $1,500-$3,800, depending on client mix.
Protecting Yourself from Recruitment Scams
Zirtual is committed to maintaining the integrity of our Talent acquisition process and the security of our candidates. We've observed a rise in phishing and fraudulent schemes where individuals impersonate Zirtual representatives and offer job seekers false interviews or job offers. These scams often attempt to extract payment or sensitive personal information.
To help you navigate your job search with confidence, please keep the following points in mind:
- No Financial Requests: Zirtual will never ask for payment or demand personal financial details (such as banking information, credit card numbers, or social security numbers) at any stage of our hiring process. Our legitimate recruitment is entirely free for candidates
- No Equipment: Zirtual does not provide equipment and does not request candidates to pay for equipment.
- Please always verify communications:
- Direct from Zirtual: If you receive an email from one of our recruiters, it will only come from an @zirtual.com address
- Exercise Caution with Unsolicited Outreach: If you receive any communication that appears suspicious, contains grammatical errors, or makes unusual requests, do not engage. Always confirm the sender's email domain is @zirtual.com before providing any personal information or clicking on links
- What to Do If You Suspect Fraud: Should you encounter any questionable or fraudulent outreach claiming to be from Zirtual, please report it immediately to support@zirtual.com. Your proactive caution is invaluable in protecting your personal information and upholding the security and trustworthiness of our recruitment efforts
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