Job Description
About Zirtual
Zirtual is a work-life balanced company that provides experienced remote Executive Assistants to entrepreneurs, executives, and growing businesses. Our assistants support clients with both professional and personal administrative tasks, helping them stay organized, productive, and focused on what matters most.
Our Virtual Assistants work remotely and independently with their assigned clients while receiving support from an Account Supervisor. The Account Supervisor helps maintain strong client relationships, provides guidance and feedback, and supports assistants with any operational questions or challenges.
Role overview
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.
Virtual Assistants manage a variety of tasks and projects while ensuring that all work is completed on time and to a high standard of quality. Proactive communication with both clients and the Account Supervisor is essential to ensure successful collaboration and task execution.
Assistants are expected to maintain consistent communication, track their hours accurately, and follow Zirtual’s best practices for client support.
Key responsibilities
Virtual Assistants may support clients with the following types of tasks:
- 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.
Assistants are also responsible for:
- Promptly acknowledging assigned tasks and proactively communicating any delays or questions
- Sending weekly usage reports to clients for transparency
- Maintaining accurate client profiles and tracking billable hours
- Collaborating with their Account Supervisor when additional support is needed
- Providing continuous, clear communication about task status, needs, and questions, and being open to feedback to improve task quality and time management
Desired skills and attributes
- Native French speaker with strong written and verbal communication skills; English reading and working proficiency required
- Strong organizational, prioritization, and multitasking skills
- Professional, proactive, and reliable communication style
- Ability to quickly learn and adapt to new tools and software
- Meticulous attention to detail and ability to handle complex tasks
- Comfortable working in a fast-paced environment and managing multiple priorities
- Strong interpersonal skills and ability to build effective working relationships
- Positive, collaborative, and enthusiastic team attitude
Qualifications
- This role is only open to candidates currently based in France with auto-entrepreneur (freelance) status in France.
- 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:
- Virtual Assistants are expected to be available during standard Central European Time (CET) business hours, Monday to Friday.
- Some clients may be located in the United States (e.g., New York), 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.
