Remote Executive Assistant Job at Zirtual in Cincinnati

Overview

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 (VA) strive to meet and exceed client needs and expectations. The Virtual Assistant is a vital member of Zirtual and acts as the main point of contact with clients, working independently with clients and receiving support from an assigned Account Supervisor.

The VA will provide high-level professional administrative service by working on tasks and projects as assigned by the client, ensuring they are executed on time and to the highest level of quality. The VA must be familiar with each client’s needs and preferences, maintain proactive communication with clients and Account Supervisors, and be available during business hours as agreed upon with each client (round-the-clock availability is not expected). Weekly usage reports are sent; respond to all communication within a two-hour window; maintain detailed client profiles; and follow Zirtual’s best practices.

Responsibilities

• Project management and organization: facilitate on-time project and goal completion
• Personal and business calendar management: scheduling and coordinating appointments; proactively monitoring calendars for conflicts
• Research: events, travel, projects; provide results within established timeframes
• Purchases: ensure specifications meet client satisfaction; expense reporting and organization
• Administrative tasks: inbox management, calendar management, transcription, business correspondence, research, data entry
• Email inbox management: respond to and organize emails per client guidelines and Zirtual policies
• Social media management and marketing
• Attend meetings virtually: draft agendas, take minutes, provide follow-up
• Communicate task status clearly; acknowledge tasks within the time frame; understand due dates and communicate changes
• Provide weekly usage reports and end-of-day reporting if requested
• Be open to feedback from the Account Supervisor on KPIs, task quality, and time management
• Reach out to Account Supervisor for additional support during vacation or illness; supervisor arranges coverage
• Accurately track billable hours in the official Zirtual time tracking system

Requirements

Desired Skills and Attributes

• Clear, precise, proactive, and professional written and verbal communication
• Strong organization and prioritization skills
• Ability to multi-task across programs and learn new ones
• Commitment to a minimum of one year with Zirtual
• Meticulous attention to detail; ability to handle difficult tasks
• Ability to work under pressure in a fast-paced environment
• Strong interpersonal skills and ability to develop working relationships quickly
• Affable and enthusiastic attitude toward teamwork
• Internet/web and computer-savvy

Qualifications

• Associate’s or Bachelor’s Degree, or a minimum of 5 years experience as an Executive Assistant to C-level executives
• Minimum of 4 years of administrative experience
• Preferred experience working with C-level executives
• Proficiency with Google Suite and Google Calendar; fluency in Microsoft Office
• Proficiency with a task management program such as Trello or Asana
• Preferred experience with Slack
• Preferred experience with CRM platforms such as Salesforce, HubSpot, or Zoho
• Preferred experience with expense reporting programs such as QuickBooks or Expensify
• Preferred experience with travel management programs such as Concur
• Preferred experience with social media management tools such as Hootsuite and WordPress
• Preferred experience with AI tools
• 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

Benefits

Compensation

• Compensation as a 1099 independent contractor. VA’s are paid a set amount of their client’s monthly plans, with monthly pay averaging $1,500–$3,800 depending on client mix. After 6 months, revenue split can increase and depends on plan utilization and client retention.

Additional Details

• Seniority level: Associate
• Employment type: Full-time
• Job function: Administrative
• Industries: Non-profit Organizations and Primary and Secondary Education

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