Zirtual is hiring: Remote Executive Assistant in Orlando

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. 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 and 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, 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.

The VA will also be expected to manage tasks and projects with attention to detail and professionalism, aligning with client guidelines and Zirtual policies.

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 the client’s time
• Research: Conduct research on events, travel, projects, etc., and provide results to team members within established time frames
• Purchases: Ensure specifications of purchases meet client 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: Respond to and organize emails according to client guidelines and Zirtual policies; social media management and marketing
• Attend meetings virtually: Draft agendas, take minutes, provide follow-up as required
• Task status and communication: Maintain clear communication about task status, acknowledge tasks within established time frames, and communicate changes or delays; send Weekly Usage Reports and assist with end-of-day reporting as requested
• KPIs and feedback: Be open to feedback from the Account Supervisor on KPIs, task quality, and time management
• Support coverage: Coordinate with Account Supervisor for additional task support or client coverage during vacations or illness
• Time tracking: Accurately track all billable hours in the official Zirtual time tracking system

Other duties as assigned.

Requirements and Qualifications

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 the 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 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 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 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

Compensation and Benefits

• 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.

Seniority level

• Associate

Employment type

• Contract

Job function

• Administrative

Industries

• Non-profit Organizations and Primary and Secondary Education

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