Executive Assistant Canada

Executive Assistant (Remote)

Zirtual is a company dedicated to work-life balance, providing clients with experienced, highly skilled remote assistants for both personal and professional needs. We are seeking dedicated Executive Assistants committed to delivering efficient, proactive, and high-quality support that meets and exceeds client expectations.

About the Role

As an Executive Assistant, you will be a vital member of the Zirtual team, serving as the primary point of contact for assigned clients. You will work independently, with support from an Account Supervisor for client relationships, plan adjustments, quality feedback, and ongoing guidance. This role is critical in supporting busy professionals by managing schedules, communications, and day-to-day operations, helping to streamline workflows, anticipate needs, and ensure tasks are completed efficiently and accurately.

Assistants are expected to be available for clients during agreed-upon business hours. Responsibilities include sending weekly usage reports, responding to communication within a two-hour window, maintaining detailed client profiles, and following Zirtual's best practices.

Key Responsibilities

• 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.
• 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 is preferred.
  • Typing ability of at least 50 WPM with accuracy.
• Technical Skills:
  • Proficiency with Google Workspace and/or Microsoft Office.
  • Experience with calendar management tools (e.g., Google Calendar, Outlook).
  • Familiarity with project management and CRM tools (e.g., Asana, Trello, ClickUp, Zoho, Salesforce).
  • Experience with communication tools (e.g., 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.

Preferred Qualifications

• Bilingual (English/French and/or Spanish).
• Experience supporting executives, entrepreneurs, or small business owners.

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.

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