Zirtual is a work-life balanced company that offers clients experienced, educated remote executive assistants for their personal and professional needs. Our US-based Virtual Assistants (VA) strive to meet and exceed client needs and expectations. The Virtual Assistant is a vital member of Zirtual. The VA is the main point of contact with clients and will work independently with the clients. The VA will receive support from their assigned Account Supervisor, who will assist the VA & client relationship with plan modifications, questions, feedback on quality, delegation issues, and more. The VA will provide a high-level professional administrative service by working on tasks and projects as assigned by the client, and ensuring they are executed on time and to the highest level of quality. The VA is responsible for being the main point of contact for their assigned clients, and being familiar with each client's needs and preferences. The VA must have consistent and proactive communication with clients and the Account Supervisors. Virtual 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. Virtual Assistants send weekly usage reports, respond to all communication within a two-hour response window, maintain detailed and up-to-date client profiles, and follow Zirtual's best practices for success. **Essential Duties and Responsibilities:** The VA may assist the client with: Project management and organization-

*   Facilitate on-time project and goal completion

Personal and business calendar management-

*   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

Research-

*   This may include research on events, travel, projects, etc
*   Provide research results to the team members within an established time frame, based on best practices learned in Zirtual training and team preferences

Purchases-

*   Ensuring specifications of the purchase meet the client's satisfaction
*   Expense reporting and organization of expenses as necessary
*   Administrative tasks-
*   This may include but is not limited to: inbox management, calendar management, transcription, standard business correspondence, research, and data entry

Email inbox management-

*   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
*   Social media management and marketing

Attend meetings virtually-

*   Draft agendas, take meeting minutes, and provide follow-up as required
*   The VA must provide continuous clear communication about task status, needs, and questions to their clients. They should:
*   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
*   The VA should be open to feedback from the Account Supervisor on Key Performance Indicators, task quality, and time management
*   The VA will reach out to the Account Supervisor whenever they need additional task support or client coverage during a vacation or illness. The Account Supervisor will facilitate assistance from other VA's
*   Accurately and in real-time track all billable hours for the client in the official Zirtual time tracking system

Other duties as assigned. **RequirementsDesired Skills and Attributes:**

*   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

**Qualifications:**

*   Associate's Degree, Bachelor's Degree, or a minimum of 5 years experience as an Executive Assistant to C-level executives
*   Minimum of 4 years of administrative experience
*   Preferred experience working with C-level executives
*   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
*   Preferred experience with AI tools
*   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

**BenefitsCompensation**

*   You will be compensated as a 1099 independent contractor. VA's are paid a set amount of their client's monthly plans with monthly pay averaging $1500-$3800 per month depending on the client mix. After 6 months tenure, VA's revenue split can increase and is dependent on plan utilization and client retention.

Remote Executive Assistant

Come join the company that is reinventing cloud security and empowering businesses to thrive in the cloud. As the fastest-growing startup ever, Wiz is on a mission to help organizations secure cloud environments that will accelerate their businesses. Trusted by security teams all over the world, we have a proven track record of success and a culture that values world-class talent. Our Wizards from over 13 countries work together to protect the infrastructure of our hundreds of customers, including over 45% of the Fortune 100, who trust us to scan and secure over 230 billion files daily. We’re the leading player in a massive and growing market, but it’s still early enough for you to make a significant impact. At Wiz, you’ll have the freedom to think creatively, dream big, and use your full range of skills to contribute to our record growth. Come join our team and help us create secure cloud environments that allow the best companies to move faster. **Summary** The Executive Assistant will support our Senior Vice President of Technical Solutions. In this high-profile role, the successful candidate must be able to handle highly confidential and critical details and interact comfortably and skillfully with senior-level executives within and outside the company, as well as with customers, vendors, and visitors. This person will exhibit strong organizational, written, and verbal communication skills and must be confident in their ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality. Attention to detail and the ability to anticipate the needs of the executive teams are a must. This person will be expected to apply common sense, execute tasks with minimal direction, and demonstrate the ability to accommodate a flexible work schedule based on the needs of management and the department. **What You’ll Do**

*   Presentation Development & Design: Create initial presentation drafts based on key talking points, ensuring a polished, professional look with consistent branding and visual clarity.
*   Calendar Management: Streamlining the executive’s schedule by prioritizing essential tasks, minimizing distractions, and ensuring that time is allocated effectively.
*   Email Management: Implementing strategies to manage email overload, such as sorting messages by priority, drafting responses on behalf of the executive, and setting up filters or auto-responses for routine inquiries.
*   Task Prioritization: Helping identify and prioritize tasks based on their importance and impact, utilizing techniques like the Eisenhower Matrix or other productivity frameworks.
*   Time Blocking: Implementing time-blocking techniques to allocate specific time slots for focused work and meetings, thereby optimizing productivity and minimizing interruptions.
*   Meeting Optimization: Streamlining meeting processes by setting clear agendas, limiting meeting duration, and ensuring that only essential participants are included, thus reducing time wasted in unproductive meetings.
*   Information Management: Organizing and centralizing information using digital tools or systems, making it easily accessible for me and facilitating efficient decision-making.
*   Task Delegation: Identifying tasks that can be delegated to other team members or external resources, allowing me to focus on high-priority responsibilities and strategic initiatives.
*   Project Coordination: Assisting with project management tasks, including timeline tracking, progress reporting, and stakeholder coordination, to ensure that projects are completed on schedule and within budget.
*   Communication Liaison: Serving as a point of contact for internal and external communication, filtering messages, responding to inquiries, and facilitating communication between me and various stakeholders.
*   Continuous Improvement Initiatives: Actively seeking opportunities to optimize processes, improve efficiency, and implement time-saving strategies

**What You’ll Bring**

*   Minimum Experience: 10+ years of relevant experience in senior/executive-level support in an EA / PA role in mid- to large-sized SaaS organizations.
*   Organizational Skills: This hire should excel in organizing schedules, managing appointments, and coordinating meetings. This includes prioritizing tasks effectively and ensuring that deadlines are met promptly.
*   Communication Proficiency: Clear and concise communication is paramount. This person must possess excellent verbal and written communication skills to interact effectively with both internal and external stakeholders.
*   Attention to Detail: The ability to pay meticulous attention to detail is crucial. From proofreading documents to managing intricate logistics, they must maintain accuracy and precision in all tasks.
*   Adaptability: This person should be adaptable and capable of thriving in a fast-paced environment. This entails being flexible to handle shifting priorities and unexpected challenges seamlessly.
*   Tech Savvy: Proficiency with technology is essential. They should be adept at utilizing various software and tools to streamline workflows, manage data, and enhance efficiency.
*   Problem-Solving Abilities: A proactive approach to problem-solving is highly valued. They should be resourceful and capable of resolving issues independently, anticipating potential problems before they arise.
*   Discretion and Trustworthiness: As a confidant to the executive, discretion, and trustworthiness are paramount. They must handle sensitive information with the utmost confidentiality and integrity.
*   Initiative: Taking initiative is key. This involves anticipating the needs of the executive, identifying opportunities for improvement, and taking action without explicit instruction.
*   Time Management: Exceptional time management skills are essential for effectively juggling multiple tasks and deadlines. They should prioritize efficiently and allocate time wisely to maximize productivity.
*   Professionalism: Maintaining a high level of professionalism in all interactions is imperative. This includes presenting oneself professionally, exercising diplomacy, and fostering positive relationships with colleagues and clients alike.

If your experience is close but doesn’t fulfill all requirements, please apply. Wiz is on a mission to build a special company. To achieve our goal, we are focused on hiring Wizards with different backgrounds, perspectives, and experiences. Wiz is an equal opportunity employer. We do not discriminate based upon race, religion, color, national origin, sex (including pregnancy, childbirth, reproductive health decisions, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, genetic information, political views or activity, or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. By submitting your application, you acknowledge that Wiz will process your personal data in accordance with Wiz's Privacy Policy.

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USA·Administrative