Executive Assistant

Role Overview

• Facilitate on-time project and goal completion
• Scheduling and coordinating appointments as necessary
• Proactively monitoring the client’s calendars to identify potential conflicts and ensure the team is maximizing the client’s time
• Provide research results to the team members within an established time frame, based on best practices learned in Zirtual training and team preferences.
• Ensure specifications of the purchase meet the client’s satisfaction.
• Expense reporting and organization of expenses as necessary.
• This may include but is not limited to: inbox management, calendar management, transcription, standard business correspondence, research, and data entry.
• This may require, among other responsibilities, responding to and organizing emails as necessary, based on specific guidelines provided by the client and in line with Zirtual policies and practices.
• Draft agendas, take meeting minutes, and provide follow-up as required.
• Acknowledge all tasks assigned within the established time frame
• Ensure that they understand expected due dates, and communicate any changes or delays with the client
• Ensure the client is aware of their hour usage and renewal dates by sending a Weekly Usage Report, and if requested, end of day reporting
• Be open to feedback from the Account Supervisor on Key Performance Indicators, task quality, and time management
• Track all billable hours for the client in the official Zirtual time tracking system.
• Other duties as assigned.

Requirements

• Bilingual (English/French)
• Clear, precise, proactive, and professional written and verbal communication skills
• Ability to organize and effectively prioritize tasks
• Ability to multi-task with various programs and learn new programs as required
• Ability to commit to a minimum of one year with Zirtual
• Must have meticulous attention to detail, along with the ability to comprehend difficult tasks
• Capable of responding to stress in a fast-paced environment
• Strong interpersonal skills and ability to quickly develop working relationships
• Affable and enthusiastic attitude toward teamwork
• Internet/Web and computer savvy
• Associate’s Degree, Bachelor's Degree, or a minimum of 7 years experience as an Executive Assistant to C-level executives
• Minimum of 4 years of administrative experience
• Preferred experience working with C-level executives
• Preferred experience in the Medical industry
• Preferred experience in the Real Estate industry
• Preferred experience using JaneAPP
• Proficiency with Google Suite and Google Calendar, and fluency in Microsoft Office
• Proficiency with a task management program such as Trello or Asana
• Preferred experience with a communication program such as Slack
• Preferred experience with a CRM platform such as SalesForce, Hubspot, or Zoho
• Preferred experience with an expense reporting program such as Quickbooks or Expensify
• Preferred experience with a travel management program such as Concur
• Preferred experience with a social media management program such as Hootsuite and Wordpress
• Reliable Internet connection, computer, and phone
• Typing ability of at least 50 WPM with accuracy
• Available during business hours PST or EST Monday-Friday, unless otherwise agreed in writing with each client.

Tech Stack

• WordPress