• Provide proactive, high-touch administrative support to four VPs, anticipating needs and optimizing executive time • Own complex calendar management, scheduling, agendas, notes, follow-ups, and action item tracking across multiple time zones • Partner closely with executives and stakeholders to ensure clear communication, preparation, and execution of key updates and priorities • Act as a culture ambassador, helping foster connection, morale, and engagement in a fully remote environment • Coordinate strategy offsites, team events, and company activities • Manage domestic and international travel, expenses, and budget-related support • Lead projects and special initiatives in support of organizational goals • Build strong relationships with internal partners, external stakeholders, and the broader EA team • Handle a fast-paced, changing environment with sound judgment, urgency, and discretion

• Provide high-level administrative, sales coordination, and operational support to a hotel brokerage firm • Reduce workload by handling lead intake, CRM updates, document preparation, client follow-ups • Assist with listing onboarding, CRM accuracy, marketing material preparation, e-signature workflows • Monitor the business inbox for ~50 daily leads and inquiries • Enter new leads into the CRM or update existing profiles • Validate lead details (name, phone, email) and merge or correct profiles as needed • Prepare, update, and organize sales coordination documents • Assist with post-sales coordination by assembling closing packages, uploading required documents • Create agent reminders with correct property codes, dates, and assignments • Maintain organized Google Drive files • Assist in preparing marketing materials by updating templates • Maintain confidentiality and ensure sensitive financial and legal documents are stored only in restricted-access areas • Reduce the client's administrative load by managing repetitive tasks, data entry, file organization

• Manage emails, calendars, and meeting scheduling • Respond to customer inquiries via email, chat, or phone • Prepare reports, presentations, and documents • Conduct online research and compile information • Manage data entry and maintain digital records • Assist with travel arrangements and event coordination

• Facilitate on-time project and goal completion • 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 • 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. • Ensuring specifications of the purchase meet the client’s satisfaction. • Expense reporting and organization of expenses as necessary. • This may include but is not limited to: inbox management, calendar management, transcription, standard business correspondence, research, and data entry. • 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. • 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.