Zirtual is hiring: Remote Executive Assistant in Atlanta

Overview

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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. The VA is the main point of contact with clients and will work independently with the clients. The VA will receive support from their assigned Account Supervisor, who will assist the VA & client relationship with plan modifications, questions, feedback on quality, delegation issues, and more.

The VA will provide a high-level professional administrative service by working on tasks and projects as assigned by the client, and ensuring they are executed on time and to the highest level of quality. The VA is responsible for being the main point of contact for their assigned clients, and being familiar with each client's needs and preferences. The VA must have consistent and proactive communication with clients and the Account Supervisors. Virtual 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. Virtual Assistants send weekly usage reports, respond to all communication within a two-hour response window, maintain detailed and up-to-date client profiles, and follow Zirtual's best practices for success.

Essential Duties and Responsibilities

• Project management and organization
• Facilitate on-time project and goal completion
• Personal and business calendar management
• Scheduling and coordinating appointments as necessary
• Proactively monitoring the client's calendars to identify potential conflicts and ensure the team is maximizing the client's time
• Research on events, travel, projects, etc., and providing research results within established time frames
• Purchases: ensuring specifications of the purchase meet the client's satisfaction; expense reporting and organization of expenses as necessary
• Administrative tasks: inbox management, calendar management, transcription, standard business correspondence, research, data entry
• Email inbox management: responding to and organizing emails as necessary, based on client guidelines and Zirtual policies
• Social media management and marketing
• Attend meetings virtually: draft agendas, take minutes, and provide follow-up as required
• Maintain continuous clear communication about task status, needs, and questions to clients
• Acknowledge tasks within established time frames and communicate due dates or delays
• Provide Weekly Usage Reports and end-of-day reporting if requested
• Open to feedback from Account Supervisors on KPIs, task quality, and time management
• Coordinate with Account Supervisor for additional task support or client coverage during vacations or illness
• 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 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

Qualifications

• Associate's Degree, Bachelor's Degree, or a minimum of 5 years of 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 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 social media management tools such as Hootsuite and WordPress
• Experience with AI tools is a plus
• 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

• You will be compensated as a 1099 independent contractor. VA's are paid a set amount of their client's monthly plans with monthly pay averaging $1500-$3800 per month depending on the client mix. After 6 months tenure, VA's revenue split can increase and is dependent on plan utilization and client retention.

Employment details

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

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