Remote Virtual Executive Assistant

Zirtual; Cedar Rapids (IA); Remote; USD 17,000 - 42,000; Part time

Job summary

Zirtual is a remote-friendly company providing executive assistants to clients for personal and professional needs. As an Executive Assistant, you will manage schedules, communications, and day-to-day operations, working independently with support from an Account Supervisor.

Availability aligns with client business hours, but round-the-clock is not expected. Responsibilities include calendar management, email handling, admin support, travel planning, and process improvement.

Qualifications

• Must have 2–4+ years of experience as an Executive/Administrative Assistant or similar role.
• Experience supporting multiple clients or executives preferred.
• Typing ability of at least 50 WPM with accuracy.

Responsibilities

• Manage and coordinate complex calendars across multiple clients and time zones.
• Draft and respond to emails; monitor inboxes and prioritize communications.
• Prepare documents, presentations, and reports; data entry and file organization.
• Coordinate travel arrangements and create detailed itineraries.
• Support day-to-day operations and project coordination; identify process improvements.

Skills

Organizational skills

Time management

Written communication

Independent remote work

Multiclient coordination

Education

Associate’s or Bachelor’s in Business Administration or related field

Tools

Google Workspace

Microsoft Office

Calendar tools (Google/Outlook)

Asana

Trello

ClickUp

Zoho/Salesforce CRM

Slack/Zoom/Teams

Job description

Zirtual is a work-life balanced company that provides clients with experienced, highly skilled remote assistants for both personal and professional needs. Our Executive Assistants are committed to delivering efficient, proactive, and high-quality support that meets and exceeds client expectations.

The Executive Assistant is a vital member of the Zirtual team and serves as the primary point of contact for assigned clients. In this role, you will work independently while receiving support from an Account Supervisor, who will assist with client relationships, plan adjustments, quality feedback, and ongoing guidance.

As an Executive Assistant, you will play a critical role in supporting busy professionals by managing schedules, communications, and day-to-day operations. You will help streamline workflows, anticipate needs, and ensure tasks are completed efficiently and accurately.

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. Responsibilities also include sending weekly usage reports, responding to communication within a two-hour window, maintaining detailed client profiles, and following Zirtual’s best practices for success.

This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Typical Duties and Responsibilities (may vary based on client needs)

Calendar & Schedule Management

• Manage and coordinate complex calendars and appointments
• Schedule meetings, calls, and events across multiple time zones
• Anticipate scheduling conflicts and proactively resolve them

Email & Communication Management

• 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

Administrative Support

• Prepare documents, presentations, and reports
• Handle data entry, file organization, and record maintenance
• Assist with project coordination and task tracking

Travel & Event Coordination

• Research and book travel arrangements (flights, hotels, transportation)
• Create detailed itineraries and manage travel changes
• Coordinate virtual and in-person meetings or events

Operations & Task Management

• Support day-to-day business operations
• Conduct research and compile information as needed
• Identify opportunities to improve processes and efficiency

Requirements

Skills & Attributes

• 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

Preferred

• Bilingual (English/French and/or Spanish)
• Experience supporting executives, entrepreneurs, or small business owners

Qualifications

• 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
• Experience supporting multiple clients or executives preferred
• Typing ability of at least 50 WPM with accuracy

Technical Skills

• 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)

Work Requirements

• 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
• This independent contractor opportunity is currently available only to individuals residing in the United States or Canada.

Compensation

This is an independent contractor position. Compensation is based on a percentage of client monthly plans, with average monthly earnings ranging from $1,500–$3,800, depending on client mix.