Zirtual is hiring: Remote Executive Assistant in Indianapolis

Overview

Zirtual provides clients with experienced, educated remote executive assistants for personal and professional needs. Our US-based Virtual Assistants (VAs) strive to meet and exceed client needs and expectations. The 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, and related tasks.

The VA delivers high-level professional administrative services 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, communicates consistently and proactively with clients and Account Supervisors, and is available for clients during business hours as agreed with each client. Around-the-clock availability is not expected. VAs send weekly usage reports, respond to communications within a two-hour window, maintain up-to-date 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 monitor calendars to identify conflicts and optimize client time
• Research: conduct research on events, travel, projects, etc., and provide results within established time frames
• Purchases: ensure purchase specifications meet client satisfaction; handle expense reporting and organization 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; manage social media marketing as applicable
• Attend meetings virtually: draft agendas, take minutes, provide follow-up as required
• Maintain clear, timely communication about task status, needs, and questions; acknowledge tasks and communicate due dates, changes, or delays
• Provide weekly usage reports and, if requested, end-of-day reporting; monitor hour usage and renewal dates
• Be open to feedback from Account Supervisors on KPIs, task quality, and time management
• Coordinate with Account Supervisors for additional task support or client coverage during vacations or illness
• Accurately track all billable hours in the official Zirtual time-tracking system
• Other duties as assigned

Requirements and Skills

• Clear, precise, proactive, and professional written and verbal communication
• Strong organizational and prioritization abilities
• Ability to multi-task with various programs and learn new ones quickly
• Commitment to at least one year with Zirtual
• Meticulous attention to detail and the ability to handle difficult tasks
• Ability to work under pressure in a fast-paced environment
• Strong interpersonal skills and the ability to develop working relationships quickly
• Positive, team-oriented attitude
• 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 with each client

Qualifications

• Associate’s or 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, Google Calendar, and Microsoft Office
• Proficiency with a task management program such as Trello or Asana
• Preferred experience with Slack; CRM platforms (Salesforce, HubSpot, or Zoho)
• Preferred experience with expense reporting programs (QuickBooks or Expensify)
• Preferred experience with travel management (Concur)
• Preferred experience with social media management tools (Hootsuite, WordPress)
• Preferred experience with AI tools
• Reliable internet connection, computer, and phone
• Typing ability of at least 50 WPM with accuracy
• Availability during business hours PST or EST, Monday–Friday, unless otherwise agreed in writing with each client

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