Zirtual
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
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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
#J-18808-Ljbffr