Remote Executive Assistant

Artisan AI; Phoenix (AZ); Remote; USD 60,000 - 80,000; Full time

Job summary

A leading company seeks a Virtual Assistant to support clients in their personal and professional needs. This role includes project management, scheduling, and organization, with opportunities for excellent communication and teamwork. Ideal candidates will have administrative experience with C-level executives and the ability to thrive in a fast-paced environment.

Qualifications

• Minimum of an Associate's Degree or Bachelor's Degree, or 5 years of experience.
• At least 4 years of administrative experience, preferably with C-level executives.
• Typing speed of at least 50 WPM with accuracy.

Responsibilities

• Assist clients with project management and organization.
• Manage personal and business calendars, scheduling appointments.
• Communicate proactively about task status and needs.

Skills

Communication

Organizational skills

Multi-tasking

Attention to detail

Interpersonal skills

Teamwork

Education

Associate's Degree

Bachelor's Degree

Tools

Google Suite

Microsoft Office

Trello

Asana

Job description

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, 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.

Essential Duties And Responsibilities

• Assist clients with project management and organization, facilitating on-time project and goal completion.
• Manage personal and business calendars, scheduling and coordinating appointments as necessary.
• Proactively monitor calendars to identify conflicts and maximize the client's time.
• Conduct research on events, travel, projects, etc., and provide results within established time frames.
• Ensure purchase specifications meet client satisfaction, handle expense reporting, and organize expenses as needed.
• Manage email inboxes, respond to and organize emails based on client guidelines and policies.
• Manage social media and marketing activities.
• Attend meetings virtually, draft agendas, take minutes, and provide follow-up.
• Maintain clear communication about task status, needs, and questions, acknowledging tasks within established time frames and informing clients of hour usage and renewal dates.
• Be receptive to feedback from the Account Supervisor on KPIs, task quality, and time management.
• Reach out to the Account Supervisor for additional support during vacations or illnesses.
• Accurately track all billable hours in the Zirtual time tracking system.
• Perform other duties as assigned.

Requirements and Desired Skills

• Excellent communication skills, proactive and professional in written and verbal form.
• Strong organizational and prioritization abilities.
• Ability to multi-task and learn new programs quickly.
• Commitment to at least one year with Zirtual.
• Meticulous attention to detail and ability to understand complex tasks.
• Capable of managing stress in a fast-paced environment.
• Strong interpersonal skills and ability to develop relationships quickly.
• Positive attitude towards teamwork.
• Reliable internet, computer, and phone.
• Typing speed of at least 50 WPM with accuracy.
• Availability during business hours PST or EST, Monday-Friday.
• Minimum of an Associate's Degree, Bachelor's Degree, or 5 years of experience as an Executive Assistant to C-level executives.
• At least 4 years of administrative experience, preferably with C-level executives.
• Proficiency with Google Suite, Google Calendar, and Microsoft Office.
• Experience with task management tools like Trello or Asana.
• Preferred experience with Slack, CRM platforms, expense reporting tools, travel management, social media management, and AI tools.

Benefits include compensation as a 1099 independent contractor, with monthly pay ranging from $1500 to $3800 depending on client mix. After 6 months, revenue sharing may increase based on plan utilization and client retention.