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Virtual Executive Assistant

Zirtual · Saskatoon, Saskatoon, Saskatchewan, Canada · 2+ yrs

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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. Protecting Yourself from Recruitment Scams Zirtual is committed to maintaining the integrity of our Talent acquisition process and the security of our candidates. We've observed a rise in phishing and fraudulent schemes where individuals impersonate Zirtual representatives and offer job seekers false interviews or job offers. These scams often attempt to extract payment or sensitive personal information. To help you navigate your job search with confidence, please keep the following points in mind: No Financial Requests: Zirtual will never ask for payment or demand personal financial details (such as banking information, credit card numbers, or social security numbers) at any stage of our hiring process. Our legitimate recruitment is entirely free for candidates
 No Equipment: Zirtual does not provide equipment and does not request candidates to pay for equipment
 Please always verify communications:
 Direct from Zirtual: If you receive an email from one of our recruiters, it will only come from an @zirtual.com address
 Exercise Caution with Unsolicited Outreach: If you receive any communication that appears suspicious, contains grammatical errors, or makes unusual requests, do not engage. Always confirm the sender's email domain is @zirtual.com before providing any personal information or clicking on links
 What to Do If You Suspect Fraud: Should you encounter any questionable or fraudulent outreach claiming to be from Zirtual, please report it immediately to support@zirtual.com. Your proactive caution is invaluable in protecting your personal information and upholding the security and trustworthiness of our recruitment efforts
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