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Executive Assistant - Canada

May 30, 2026

Zirtual is a work-life balanced company that provides clients with experienced, highly skilled remote assistants for both personal and professional needs. Our Executive Assistants are committed to delivering efficient, proactive, and high-quality support that meets and exceeds client expectations. The Executive Assistant is a vital member of the Zirtual team and serves as the primary point of contact for assigned clients. In this role, you will work independently while receiving support from an Account Supervisor, who will assist with client relationships, plan adjustments, quality feedback, and ongoing guidance. As an Executive Assistant, you will play a critical role in supporting busy professionals by managing schedules, communications, and day-to-day operations. You will help streamline workflows, anticipate needs, and ensure tasks are completed efficiently and accurately. 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. Responsibilities also include sending weekly usage reports, responding to communication within a two-hour window, maintaining detailed client profiles, and following Zirtual's best practices for success. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Typical Duties and Responsibilities (may vary based on client needs) Calendar & Schedule Management <ul><li>Manage and coordinate complex calendars and appointments</li><li>Schedule meetings, calls, and events across multiple time zones</li><li>Anticipate scheduling conflicts and proactively resolve them </li></ul>Email & Communication Management <ul><li>Monitor and manage inboxes, including drafting and responding to emails</li><li>Prioritize communications and ensure timely follow-up</li><li>Serve as a liaison between clients and internal/external contacts </li></ul>Administrative Support <ul><li>Prepare documents, presentations, and reports</li><li>Handle data entry, file organization, and record maintenance</li><li>Assist with project coordination and task tracking </li></ul>Travel & Event Coordination <ul><li>Research and book travel arrangements (flights, hotels, transportation)</li><li>Create detailed itineraries and manage travel changes</li><li>Coordinate virtual and in-person meetings or events </li></ul>Operations & Task Management <ul><li>Support day-to-day business operations</li><li>Conduct research and compile information as needed</li><li>Identify opportunities to improve processes and efficiency </li></ul>Requirements Skills & Attributes <ul><li>Strong organizational and time management skills</li><li>Excellent written and verbal communication</li><li>High attention to detail and accuracy</li><li>Ability to manage multiple clients and deadlines</li><li>Proactive, resourceful, and solution-oriented mindset</li><li>Ability to work independently in a remote environment </li></ul>Preferred <ul><li>Bilingual (English/French and/or Spanish)</li><li>Experience supporting executives, entrepreneurs, or small business owners </li></ul>Qualifications <ul><li>Associate's or Bachelor's degree in Business Administration or related field (or equivalent experience)</li><li>2-4+ years of experience as an Executive Assistant, Administrative Assistant, or similar role</li><li>Experience supporting multiple clients or executives preferred</li><li>Typing ability of at least 50 WPM with accuracy </li></ul>Technical Skills <ul><li>Google Workspace and/or Microsoft Office</li><li>Calendar management tools (Google Calendar, Outlook)</li><li>Project management and CRM tools (e.g., Asana, Trello, ClickUp, Zoho, Salesforce)</li><li>Communication tools (Slack, Zoom, Teams) </li></ul>Work Requirements <ul><li>Reliable high-speed internet, computer, and phone</li><li>Ability to maintain confidentiality and professionalism</li><li>Availability during business hours (PST or EST, Monday-Friday), unless otherwise agreed in writing with each client </li></ul>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. Protecting Yourself from Recruitment Scams Zirtual is committed to maintaining the integrity of our Talent acquisition process and the security of our candidates. We've observed a rise in phishing and fraudulent schemes where individuals impersonate Zirtual representatives and offer job seekers false interviews or job offers. These scams often attempt to extract payment or sensitive personal information. To help you navigate your job search with confidence, please keep the following points in mind: <li>No Financial Requests: Zirtual will never ask for payment or demand personal financial details (such as banking information, credit card numbers, or social security numbers) at any stage of our hiring process. Our legitimate recruitment is entirely free for candidates</li><li>No Equipment: Zirtual does not provide equipment and does not request candidates to pay for equipment. </li><li>Please always verify communications: </li><ul><li>Direct from Zirtual: If you receive an email from one of our recruiters, it will only come from an @zirtual.com address</li><li>Exercise Caution with Unsolicited Outreach: If you receive any communication that appears suspicious, contains grammatical errors, or makes unusual requests, do not engage. Always confirm the sender's email domain is @zirtual.com before providing any personal information or clicking on links</li><li>What to Do If You Suspect Fraud: Should you encounter any questionable or fraudulent outreach claiming to be from Zirtual, please report it immediately to support@zirtual.com. Your proactive caution is invaluable in protecting your personal information and upholding the security and trustworthiness of our recruitment efforts</li></ul>

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...