[Hiring] Executive Assistant @Zirtual

Role Description

The Virtual Assistant is a key member of the Zirtual team and serves as the main point of contact for assigned clients. Assistants work directly with their clients and are responsible for delivering high-level administrative and operational support.

• Manage a variety of tasks and projects while ensuring timely completion and high-quality standards.
• Maintain proactive communication with clients and the Account Supervisor for successful collaboration.
• Track hours accurately and follow Zirtual’s best practices for client support.

Key Responsibilities

• Project management and organization: Ensure timely completion of projects and goals; maintain clear communication on progress and deadlines.
• Calendar management: Schedule appointments and proactively monitor client calendars to avoid conflicts.
• Purchasing support: Ensure purchases meet client specifications; assist with expense reporting as needed.
• Administrative support: Inbox management, transcription, correspondence, data entry, and other general tasks.
• Email management: Organize and respond to emails per client guidelines and company practices.
• Social media and light marketing support.
• Meeting support: Attend virtual meetings and assist as required.

• Promptly acknowledge assigned tasks and proactively communicate any delays or questions.
• Send weekly usage reports to clients for transparency.
• Maintain accurate client profiles and track billable hours.
• Collaborate with the Account Supervisor when additional support is needed.
• Provide continuous, clear communication about task status, needs, and questions, and be open to feedback to improve task quality and time management.

Qualifications

• Minimum of 3 years of experience in administrative support, executive assistance, or operations support.
• Proficiency with office suites such as Google Workspace (Gmail, Calendar, Docs) and Microsoft Office.
• Proficiency with task management tools such as Asana, Trello, or Notion.
• Preferred experience with communication tools such as Slack.
• Preferred experience with CRM tools such as HubSpot, Salesforce, or Zoho.
• Preferred experience with expense management tools such as Spendesk, Pennylane, or Qonto.
• Preferred experience with travel management tools.
• Preferred experience with social media/website tools such as WordPress.
• Nice-to-have: experience with HR/payroll/employee benefits tools such as Payfit and Swile.

Technical Requirements

• Reliable high-speed internet connection.
• A personal computer capable of supporting remote work.
• Strong general computer and internet skills, with the ability to quickly adapt to new tools and software.

Availability

• Expected to be available during standard Central European Time (CET) business hours, Monday to Friday.
• Some clients may be located in the United States, but assistants are not required to work U.S. time zones.
• Work schedules remain aligned with European hours unless a different arrangement is mutually agreed upon.

Compensation

This is a freelance contractor position. Compensation typically ranges from approximately €450 to €3,000 per month, depending on the number of clients assigned and the hours included in their plans.