Executive Assistant

Zirtual•Austin, TX

3d•$1,500 - $3,800•Remote

About The Position

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 is a vital member of Zirtual. The VA is the main point of contact with clients and will work independently with the clients. The VA will receive support from their assigned Account Supervisor, who will assist the VA<>client relationship with plan modifications, questions, and provide feedback on quality, delegation issues, and more. The VA will provide a high-level professional administrative service by working on tasks and projects as assigned by the client, and ensuring they are executed on time and to the highest level of quality. The VA is responsible for being the main point of contact for their assigned clients, and being familiar with each client’s needs and preferences. The VA must have consistent and proactive communication with clients and the Account Supervisors. Virtual Assistants are expected to be available for clients during business hours as agreed upon with each client but around-the-clock availability is not expected. Virtual Assistants send weekly usage reports, respond to all communication within a two-hour response window, maintain detailed and up-to-date client profiles, and follow Zirtual's best practices for success. The VA must provide continuous clear communication about task status, needs, and questions to their clients. They should: acknowledge all tasks assigned within the established time frame ensure that they understand expected due dates, and communicate any changes or delays with the client ensure the client is aware of their hour usage and renewal dates by sending a Weekly Usage Report, and if requested, end of day reporting The VA should be open to feedback from the Account Supervisor on Key Performance Indicators, task quality, and time management The VA will reach out to the Account Supervisor whenever they need additional task support or client coverage during a vacation or illness. The Account Supervisor will facilitate assistance from other VA's. Accurately and in real-time track all billable hours for the client in the official Zirtual time tracking system. Other duties as assigned.

Requirements

Bilingual (English/Spanish)
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 programs as required
Ability to commit to a minimum of one year with Zirtual
Must have meticulous attention to detail, along with the ability to comprehend difficult tasks
Capable of responding 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
Associate’s Degree, Bachelor's Degree, or a minimum of 7 years experience as an Executive Assistant to C-level executives
Minimum of 4 years of administrative experience
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

Nice To Haves

Preferred experience working with C-level executives
Experience in the Medical industry
Experience in the Real Estate industry
Preferred experience using JaneAPP
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 a communication program such as 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 a travel management program such as Concur
Preferred experience with a social media management program such as Hootsuite and Wordpress

Responsibilities

Project management and organization- Facilitate on-time project and goal completion
Personal and business calendar management- Scheduling and coordinating appointments as necessary
Proactively monitoring the client’s calendars to identify potential conflicts and ensure the team is maximizing the client’s time
Research- This may include research on events, travel, projects, etc.
Provide research results to the team members within an established time frame, based on best practices learned in Zirtual training and team preferences.
Purchases- Ensuring specifications of the purchase meet the client’s satisfaction.
Expense reporting and organization of expenses as necessary.
Administrative tasks- This may include but is not limited to: inbox management, calendar management, transcription, standard business correspondence, research, and data entry.
Email inbox management- This may require, among other responsibilities, responding to and organizing emails as necessary, based on specific guidelines provided by the client and in line with Zirtual policies and practices.
Social media management and marketing
Attend meetings virtually- Draft agendas, take meeting minutes, and provide follow-up as required.