Remote Executive Assistant

About the Role

Zirtual is a company focused on work-life balance and provides experienced remote support for both personal and professional needs. In this position, you will act as an Executive Assistant for assigned clients, offering dependable, proactive, and high-quality support that helps them operate more efficiently.

You will be the main day-to-day contact for your clients while working independently and receiving guidance from an Account Supervisor. The supervisor supports with client relationship management, schedule changes, quality feedback, and general direction as needed.

This role is designed for someone who can help busy professionals stay organized, communicate effectively, and keep daily operations moving smoothly. You will be expected to stay on top of tasks, spot needs ahead of time, and complete work with accuracy and speed.

Key Responsibilities

• Handle complex calendars, appointments, and scheduling across multiple time zones.
• Arrange meetings, calls, and events while resolving conflicts before they become issues.
• Manage email inboxes by drafting replies, monitoring messages, and ensuring prompt follow-up.
• Act as a communication bridge between clients and internal or external contacts.
• Prepare reports, documents, and presentations as needed.
• Maintain records, organize files, enter data, and track tasks or projects.
• Research and coordinate travel arrangements, including flights, hotels, and transportation.
• Build travel itineraries and adjust plans when changes arise.
• Support virtual and in-person meetings or events from planning through execution.
• Assist with everyday business operations and research requests.
• Look for ways to improve workflows, efficiency, and overall process quality.
• Send weekly usage updates and keep detailed client profiles current.
• Respond to communication within a two-hour window.
• Follow Zirtual’s internal best practices for performance and client service.

Requirements

• Strong organization and time management capabilities.
• Clear written and verbal communication skills.
• Excellent attention to detail and a high standard of accuracy.
• Ability to juggle several clients and deadlines in a fast-moving environment.
• Self-directed, resourceful, proactive, and focused on solutions.
• Comfort working independently in a remote setup.
• Bilingual ability in English/French and/or Spanish is preferred.
• Prior experience supporting executives, founders, entrepreneurs, or small business owners is preferred.
• Associate’s or bachelor’s degree in Business Administration or a related subject, or equivalent practical experience.
• Two to four or more years of experience in an Executive Assistant, Administrative Assistant, or similar position.
• Experience serving multiple clients or executives is an advantage.
• Typing speed of at least 50 words per minute with good accuracy.
• Hands-on experience with Google Workspace and/or Microsoft Office.
• Familiarity with scheduling tools such as Google Calendar or Outlook.
• Working knowledge of project management and CRM platforms such as Asana, Trello, ClickUp, Zoho, or Salesforce.
• Comfort using communication tools like Slack, Zoom, and Teams.
• Reliable high-speed internet connection, computer, and phone.
• Ability to maintain confidentiality and professional conduct at all times.
• Availability during business hours in PST or EST from Monday to Friday, unless a different arrangement is agreed in writing with the client.

Compensation and Work Arrangement

This is an independent contractor position rather than a traditional employee role. Pay is tied to a share of client monthly plans, and average monthly earnings typically fall between $1,500 and $3,800 depending on the mix of clients.

Recruitment Safety Notice

Zirtual warns applicants about scam attempts from people pretending to represent the company. These fake approaches may include false interviews, fake job offers, or attempts to collect money or sensitive personal details.

• The company will never ask candidates for payment or for private financial information such as bank account details, credit card numbers, or social security numbers during hiring.
• No equipment is provided, and candidates are never asked to buy equipment as part of recruitment.
• Official recruiter emails will only come from an @zirtual.com address.
• If a message seems suspicious, contains poor grammar, or asks for unusual information, do not respond and verify the sender’s email domain before sharing anything.
• Any suspicious outreach claiming to be from Zirtual should be reported to [email protected].