Remote Virtual Executive Assistant

Zirtual; Houston (TX); Remote; USD 17,000 - 42,000; Full time

Job summary

Zirtual is seeking a remote Executive Assistant contractor to support busy professionals by managing client calendars, emails, and day-to-day tasks. You will operate independently with guidance from each client and an Account Supervisor to handle client relationships and quality feedback.

Responsibilities include calendar management, communication handling, travel planning, and process improvement while maintaining confidentiality and professionalism.

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

Responsibilities

• Calendar & Schedule Management: Manage and coordinate complex calendars and appointments across multiple time zones; anticipate conflicts and resolve them
• Email & Communication Management: Monitor inboxes, draft and respond to emails, prioritize communications and ensure timely follow-up
• Administrative Support: Prepare documents, presentations, reports, data entry, file organization, and record maintenance; assist with project coordination
• Travel & Event Coordination: Research and book travel, create itineraries, coordinate virtual and in-person meetings or events
• Operations & Task Management: Support day-to-day business operations, conduct research, and identify process improvements

Skills

Organization

Communication

Attention to detail

Multi-client management

Proactive mindset

Remote work

Education

Associates or Bachelor's degree in Business Administration or related field

Tools

Google Workspace

Microsoft Office

Google Calendar

Outlook

Asana

Trello

ClickUp

Zoho

Salesforce

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.