Zirtual is hiring: Remote Executive Assistant in Austin

Zirtual is a work-life balanced company that offers clients experienced, educated remote executive assistants for their personal and professional needs. Our US-based Virtual Assistants (VAs) strive to meet and exceed client needs and expectations.

The Virtual Assistant is a vital member of Zirtual. The VA is the main point of contact with clients and will work independently with them. The VA will receive support from their assigned Account Supervisor, who will assist in managing the client relationship, plan modifications, questions, and providing feedback on quality, delegation issues, and more.

The VA will provide high-level professional administrative services by working on tasks and projects as assigned by the client, ensuring they are executed on time and to the highest quality. The VA is responsible for being the main contact for their assigned clients and for understanding each client’s needs and preferences. They must maintain consistent and proactive communication with clients and the Account Supervisors. Virtual Assistants are expected to be available during business hours as agreed upon with each client, but around-the-clock availability is not required. They should send weekly usage reports, respond to all communication within two hours, maintain detailed and up-to-date client profiles, and follow Zirtual's best practices for success.

Essential Duties and Responsibilities:

The VA may assist the client with:

• Project management and organization: Facilitate on-time project and goal completion.
• Personal and business calendar management: Schedule and coordinate appointments; proactively monitor the client’s calendar for conflicts and optimize their time.
• Research: Include research on events, travel, projects, etc., and provide results within established timeframes based on training and preferences.
• Purchases: Ensure specifications meet satisfaction; handle expense reporting and organization.
• Administrative tasks: Inbox management, calendar management, transcription, correspondence, research, and data entry.
• Email inbox management: Responding to and organizing emails as per guidelines.
• Social media management and marketing.
• Attend meetings virtually: Draft agendas, take minutes, and provide follow-up.

The VA must communicate clearly about task status, needs, and questions, including acknowledging tasks, understanding due dates, reporting weekly usage and renewal dates, and being open to feedback. They should reach out to the Account Supervisor for additional support or coverage during vacations or illness and accurately track billable hours in the official Zirtual system. Other duties may be assigned.

Requirements

Desired Skills and Attributes:

• Bilingual (English/Spanish)
• Excellent written and verbal communication skills
• Organizational and prioritization skills
• Ability to multi-task and learn new programs
• Commitment of at least one year with Zirtual
• Meticulous attention to detail
• Ability to work under stress in a fast-paced environment
• Strong interpersonal skills
• Enthusiastic team player attitude
• Internet, web, and computer savvy

Qualifications:

• Associate’s or Bachelor’s Degree, or minimum of 7 years experience as an Executive Assistant to C-level executives
• At least 4 years of administrative experience
• Experience working with C-level executives preferred
• Proficiency with Google Suite, Google Calendar, and Microsoft Office
• Experience with task management tools like Trello or Asana
• Preferred experience with communication tools like Slack
• Experience with CRM platforms such as Salesforce, Hubspot, or Zoho
• Experience with expense reporting tools like QuickBooks or Expensify
• Experience with travel management tools like Concur
• Experience with social media management tools like Hootsuite and WordPress
• Reliable internet, computer, and phone
• Typing speed of at least 50 WPM with accuracy
• Available during business hours PST or EST unless otherwise agreed

Compensation:

• Compensated as a 1099 independent contractor. Monthly pay ranges from approximately $1500 to $3800 depending on client mix.

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