Remote Executive Assistant Job at Zirtual in Louisville

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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 and serves as the main point of contact with clients. The VA works independently with clients and receives support from an assigned Account Supervisor. The VA assists with plan modifications, questions, feedback on quality, delegation issues, and more. The VA provides high-level professional administrative service by completing tasks and projects for the client on time and to a high standard. The VA maintains familiarity with each client’s needs and preferences and communicates consistently and proactively with clients and the Account Supervisors. Virtual Assistants are expected to be available for clients during business hours as agreed with each client, but round-the-clock availability is not expected. VAs send weekly usage reports, respond to all communication within a two-hour window, maintain 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; proactively monitoring calendars to identify conflicts
• Research: conduct research on events, travel, projects, etc.; provide results within established time frames
• Purchases: ensure specifications meet client satisfaction; expense reporting and organization
• Administrative tasks: inbox management, calendar management, transcription, standard business correspondence, 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 status, needs, and questions; acknowledge tasks within due dates; manage hour usage and renewal dates with weekly reports; accept feedback on KPIs, task quality, and time management
• Coordinate with Account Supervisor for coverage during vacations or illness; track billable hours in the Zirtual time tracking system

Requirements

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

• Associate’s Degree, 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
• Experience with a task management program such as Trello or Asana
• Preferred experience with Slack, CRM platforms (SalesForce, HubSpot, or Zoho), expense tools (QuickBooks or Expensify), travel tools (Concur)
• Experience with social media management tools (Hootsuite, WordPress)
• Experience with AI tools is preferred
• Reliable internet connection, computer, and phone
• Typing speed of at least 50 WPM with accuracy
• Available during business hours PST or EST, Monday–Friday, unless otherwise agreed in writing

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 $1,500–$3,800 depending on client mix. After 6 months, revenue share may increase based on plan utilization and client retention.

Seniority level

• Associate

Employment type

• Full-time

Job function

• Administrative

Industries

• Non-profit Organizations and Primary and Secondary Education

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Note: The listing also contains unrelated items at the end (EAS - Educating All Students Tutor; Sales Administrative Assistant (Entry level); generic article blurb). These do not pertain to the Zirtual VA role and have been removed for clarity.