Executive Assistant

Summary

Join Zirtual, a work-life balanced company, as a Virtual Assistant (VA) and become the main point of contact for clients, managing their personal and professional needs. You will work independently, supported by an Account Supervisor, providing high-level administrative services. Responsibilities include project management, calendar management, research, purchases, expense reporting, and various administrative tasks. Consistent communication with clients and supervisors is crucial. You will track billable hours and provide weekly usage reports. This is a 1099 independent contractor position with monthly pay averaging $1500-$3800.

Requirements

• Be bilingual (English/Spanish)
• Possess clear, precise, proactive, and professional written and verbal communication skills
• Be able to organize and effectively prioritize tasks
• Be able to multi-task with various programs and learn new programs as required
• Commit to a minimum of one year with Zirtual
• Have meticulous attention to detail and the ability to comprehend difficult tasks
• Be capable of responding to stress in a fast-paced environment
• Possess strong interpersonal skills and the ability to quickly develop working relationships
• Have an affable and enthusiastic attitude toward teamwork
• Be internet/web and computer savvy
• Have an Associate’s Degree, Bachelor's Degree, or a minimum of 7 years of experience as an Executive Assistant to C-level executives
• Have a minimum of 4 years of administrative experience
• Have proficiency with Google Suite and Google Calendar, and fluency in Microsoft Office
• Have a reliable internet connection, computer, and phone
• Have a typing ability of at least 50 WPM with accuracy
• Be available during business hours PST or EST Monday-Friday, unless otherwise agreed in writing with each client

Responsibilities

• Assist the client with project management and organization, facilitating on-time project and goal completion
• Manage personal and business calendars, scheduling and coordinating appointments, and proactively monitoring for conflicts
• Conduct research on events, travel, projects, etc., and provide results to team members within established timeframes
• Handle purchases, ensuring specifications meet client satisfaction, and manage expense reporting
• Perform administrative tasks such as inbox management, calendar management, transcription, correspondence, research, and data entry
• Manage email inboxes, responding to and organizing emails based on client guidelines and Zirtual policies
• Manage social media and marketing
• Attend virtual meetings, draft agendas, take minutes, and provide follow-up
• Provide continuous clear communication about task status, needs, and questions to clients
• Acknowledge all assigned tasks within the established timeframe
• Understand expected due dates and communicate any changes or delays to the client
• Keep the client aware of hour usage and renewal dates by sending a Weekly Usage Report, and 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 vacation or illness
• Accurately and in real-time track all billable hours for the client in the official Zirtual time tracking system
• Perform other duties as assigned

Preferred Qualifications

• Have preferred experience working with C-level executives
• Have proficiency with a task management program such as Trello or Asana
• Have experience with a communication program such as Slack
• Have experience with a CRM platform such as Salesforce, Hubspot, or Zoho
• Have experience with an expense reporting program such as QuickBooks or Expensify
• Have experience with a travel management program such as Concur
• Have experience with a social media management program such as Hootsuite and Wordpress

Benefits

• Be compensated as a 1099 independent contractor
• Receive monthly pay averaging $1500-$3800 per month depending on the client mix