Remote independent - contractor Virtual Assistant supporting a CEO and event strategy firm’s team operations. Managing calendars, vendors, Airtable systems, documents, and administrative workflows.
About the role
- Remote Executive Assistant supporting Zirtual’s clients with calendars, communications, travel, and daily operations. Managing multiple priorities independently while delivering proactive administrative support.
Responsibilities
- Serve as the primary point of contact for assigned clients
- Manage and coordinate complex calendars and appointments
- Schedule meetings, calls, and events across multiple time zones
- Anticipate and proactively resolve scheduling conflicts
- Monitor and manage inboxes, including drafting and responding to emails
- Prioritize communications and ensure timely follow-up
- Liaise between clients and internal or 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 flights, hotels, transportation, and other travel arrangements
- 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 communications within a two-hour window
- Maintain detailed client profiles
- Follow Zirtual’s best practices for success
- Work independently with support from an Account Supervisor
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
- Experience supporting multiple clients or executives preferred
- Typing speed of at least 50 WPM with accuracy
- Experience with Google Workspace and/or Microsoft Office
- Experience with calendar management tools such as Google Calendar and Outlook
- Experience with project management and CRM tools such as Asana, Trello, ClickUp, Zoho, or Salesforce
- Experience with communication tools such as Slack, Zoom, and Teams
- Reliable high-speed internet, computer, and phone
- Ability to maintain confidentiality and professionalism
- Availability during business hours in PST or EST, Monday–Friday, unless otherwise agreed in writing with each client
- Must reside in the United States or Canada
- Bilingual English/French and/or Spanish preferred
- Experience supporting executives, entrepreneurs, or small business owners preferred
Benefits
- Remote work arrangement
- Independent contractor opportunity
- Flexible client availability during agreed business hours; around-the-clock availability not expected
- Work with support from an Account Supervisor, including client relationship assistance, plan adjustments, quality feedback, and ongoing guidance
- Zirtual does not provide equipment
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