Remote Executive Assistant Job at Zirtual in Fort Lauderdale

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 (VA) 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 to assist with plan modifications, questions, feedback on quality, delegation issues, and more. The VA provides high-level professional administrative service by handling tasks and projects as assigned by the client, ensuring they are completed on time and to a high level of quality. The VA must be familiar with each client’s needs and preferences, maintain consistent and proactive communication with clients and Account Supervisors, and be available during business hours as agreed with each client (around-the-clock availability is not expected). The VA sends weekly usage reports, responds to all communication within a two-hour window, maintains detailed and up-to-date client profiles, and follows 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 and maximize client time
• Research: may include research on events, travel, projects, etc.; provide results within established time frames per training and team preferences
• Purchases: ensure specifications meet client satisfaction; expense reporting and organization of expenses as necessary
• Administrative tasks: inbox management, calendar management, transcription, standard business correspondence, research, and data entry
• Email inbox management: respond to and organize emails per client guidelines and in line with Zirtual policies
• Social media management and marketing
• Attend meetings virtually: draft agendas, take meeting minutes, provide follow-up as required
• Communicate task status, needs, and questions to clients; acknowledge tasks within established time frames; understand due dates and communicate changes or delays
• Ensure clients are aware of hour usage and renewal dates by sending Weekly Usage Reports; provide end-of-day reporting if requested
• Be open to feedback from the Account Supervisor on KPIs, task quality, and time management
• Reach out to the Account Supervisor for additional task support or client coverage during vacations or illness; the Account Supervisor will coordinate assistance from other VAs
• Accurately track all billable hours in the official Zirtual time-tracking system in real time

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 ones as required
  • Commitment to a minimum of one year with Zirtual
  • Meticulous attention to detail and ability to comprehend difficult tasks
  • Capacity to respond 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 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, and fluency in Microsoft Office
  • Proficiency with a task management program such as Trello or Asana
  • Preferred experience with 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 travel management software such as Concur
  • Preferred experience with a social media management program 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 and Compensation

• You will be compensated as a 1099 independent contractor. VAs 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 tenure, revenue split may increase and is dependent on plan utilization and client retention.

Seniority level

• Associate

Employment type

• Contract

Job function

• Administrative

Industries

• Non-profit Organizations and Primary and Secondary Education