Responsibilities
- Manage and coordinate complex calendars and appointments
- Schedule meetings, calls, and events across multiple time zones
- Anticipate scheduling conflicts and proactively resolve them
- Monitor and manage inboxes, including drafting and responding to emails
- Prioritize communications and ensure timely follow-up
- Serve as a liaison between clients and internal/external contacts
- Prepare documents, presentations, and reports
- Handle data entry, file organization, and record maintenance
- Assist with project coordination and task tracking
- Research and book travel arrangements (flights, hotels, transportation)
- Create detailed itineraries and manage travel changes
- Coordinate virtual and in-person meetings or events
- Support day-to-day business operations
- Conduct research and compile information as needed
- Identify opportunities to improve processes and efficiency
- Send weekly usage reports
- Respond to communication within a two-hour window
- Maintain detailed client profiles
- Follow Zirtual’s best practices for success
Requirements
- Strong organizational and time management skills
- Excellent written and verbal communication
- High attention to detail and accuracy
- Ability to manage multiple clients and deadlines
- Proactive, resourceful, and solution-oriented mindset
- Ability to work independently in a remote environment
- Associate’s or Bachelor’s degree in Business Administration or related field (or equivalent experience)
- 2–4+ years of experience as an Executive Assistant, Administrative Assistant, or similar role
- Typing ability of at least 50 WPM with accuracy
- Google Workspace and/or Microsoft Office
- Calendar management tools (Google Calendar, Outlook)
- Project management and CRM tools (e.g., Asana, Trello, ClickUp, Zoho, Salesforce)
- Communication tools (Slack, Zoom, Teams)
- Reliable high-speed internet, computer, and phone
- Ability to maintain confidentiality and professionalism
- Availability during business hours (PST or EST, Monday–Friday), unless otherwise agreed in writing with each client
Nice to Have
- Bilingual (English/French and/or Spanish)
- Experience supporting executives, entrepreneurs, or small business owners
- Experience supporting multiple clients or executives
Additional Information
- Availability during business hours (PST or EST, Monday–Friday), unless otherwise agreed in writing with each client
- Reliable high-speed internet, computer, and phone
- Ability to maintain confidentiality and professionalism
