Virtual Executive Assistant

This is a fully remote position, open to applicants in Canada, +1 more country.

📋 Description

• Act as the main point of contact for designated clients

• Oversee schedules, communications, and daily operations

• Organize and manage intricate calendars and appointments

• Arrange meetings, calls, and events across different time zones

• Anticipate scheduling conflicts and proactively resolve them

• Monitor and handle inboxes, including composing and replying to emails

• Prioritize communications and ensure prompt follow-up

• Serve as a bridge between clients and both internal and external contacts

• Prepare documents, presentations, and reports

• Manage data entry, file organization, and recordkeeping

• Assist in project coordination and task monitoring

• Research and arrange flights, accommodations, and transportation

• Create itineraries and manage travel modifications

• Coordinate both virtual and in-person meetings or events

• Support daily business operations

• Conduct research and compile relevant information

• Identify opportunities for process and efficiency enhancements

• Send weekly usage reports

• Respond to communications within a two-hour timeframe

• Maintain comprehensive client profiles and adhere to Zirtual best practices

• Collaborate with an Account Supervisor on client relationships, plan modifications, quality feedback, and continued guidance

⛳️ Requirements

• Strong organizational and time management capabilities

• Exceptional written and verbal communication skills

• Keen attention to detail and accuracy

• Ability to manage multiple clients and meet deadlines

• Proactive, resourceful, and solution-focused approach

• Capacity to work independently in a remote setting

• Associate’s or Bachelor’s degree in Business Administration or a related field (or equivalent experience)

• 2–4+ years of experience as an Executive Assistant, Administrative Assistant, or in a similar role

• Experience supporting multiple clients or executives is preferred

• Typing proficiency of at least 50 WPM with accuracy

• Familiarity with Google Workspace and/or Microsoft Office

• Experience with calendar management tools like Google Calendar and Outlook

• Knowledge of project management and CRM tools such as Asana, Trello, ClickUp, Zoho, and Salesforce

• Proficient in communication tools such as Slack, Zoom, and Teams

• Reliable high-speed internet, computer, and phone

• Ability to uphold confidentiality and professionalism

• Availability during business hours (PST or EST, Monday–Friday), unless otherwise agreed upon in writing with each client

• Must reside in the United States or Canada

🏝️ Benefits

• Remote work setup

• Independent contractor position

• Flexible availability based on client agreements during business hours

• Support from an Account Supervisor, guidance on client relationships, quality feedback, and ongoing assistance

• No equipment required or provided to be purchased by candidates (scam-prevention statement)