Title: Executive Assistant Location: Houston TX US Job Description: 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 - 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 Preferred - Bilingual (English/French and/or Spanish) - Experience supporting executives, entrepreneurs, or small business owners 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 preferred - Typing ability of at least 50 WPM with accuracy Technical Skills - Google Workspace and/or Microsoft Office - Calendar management tools (Google Calendar, Outlook) - Project management and CRM tools (e.g., Asana, Trello, ClickUp, Zoho, Salesforce) - Communication tools (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 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: - 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. - No Equipment: Zirtual does not provide equipment and does not request candidates to pay for equipment. - Please always verify communications: - Direct from Zirtual: If you receive an email from one of our recruiters, it will only come from an @zirtual.com address - 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.

Role Description This role combines elements of a Founder’s Associate, Executive Assistant, Chief of Staff, AI Automation Specialist, and Operations Assistant. MindFriend is an online market platform for therapists, looking for a highly capable, practical, and AI-native assistant to work directly with the founder. This is a hands-on, trusted role for someone who can move between executive support, operations, AI automation, bookkeeping coordination, research, and day-to-day problem solving. We are looking for a rounded, seasoned person who can help the founder save time, stay organized, automate workflows, and keep the business moving forward. What you'll do - AI agents & automation: - Design, build, and maintain AI agents and automated workflows for internal and customer-facing tasks. - Connect tools and data sources (APIs, no-code/low-code platforms, scripts) into reliable automations. - Continuously find manual, repetitive work and replace it with smart systems. - Prototype quickly, iterate, and document what you build. - Finance & bookkeeping: - Keep day-to-day bookkeeping clean using AI tools: invoices, expenses, receipts, and reconciliation. - Track spend, prepare simple financial summaries, and liaise with accountants when needed. - Legal & compliance (AI-assisted): - Use AI tools to research legal, regulatory, and compliance questions and summarize findings clearly. - Help organize contracts, policies, and compliance documentation. - Flag risks early and know when to escalate to a professional. - Founder & operations support: - Manage the founder's calendar, inbox, scheduling, travel, and follow-ups. - Prepare agendas, take notes, track action items, and make sure nothing slips. - Act as a gatekeeper and first point of contact; protect the founder's time and focus. - Run day-to-day operations and ad-hoc projects end to end. Qualifications - Highly organized, reliable, and detail-oriented. - Experienced supporting founders, executives, or small teams. - Strong with AI tools, automation, and modern software. - Comfortable building or managing AI agents and automated workflows. - Able to assist with bookkeeping and financial admin. - Good at online research, especially legal and compliance-related topics. - Discreet, trustworthy, and professional with confidential information. - A clear communicator who can write well and summarize complex topics. - Proactive and able to work independently without constant supervision. - Flexible and willing to help with a wide range of founder-level tasks. Useful Experience - Executive assistant or chief of staff work. - Founder support in a startup or small business. - AI automation, AI agents, prompt engineering, or workflow design. - Bookkeeping tools such as Xero, QuickBooks, Fortnox, Stripe, PayPal, or Excel/Google Sheets. - Legal/compliance research or administrative support. - Operations, project management, or business administration. - Notion, Airtable, Zapier, Make, Google Workspace, Slack, Trello, Asana, or similar tools. Personality Fit This role is best suited for someone who enjoys variety, responsibility, and solving problems. You should be comfortable working closely with a founder, handling sensitive information, and jumping between strategic and practical tasks. You should be the kind of person who notices what needs to be done, improves systems, and brings order to complexity. Example Tasks - Building an AI agent to handle repetitive admin work. - Creating an automation for invoices, reminders, or CRM updates. - Organizing receipts and bookkeeping documents. - Researching compliance requirements and summarizing findings. - Preparing meeting notes and follow-up actions. - Managing the founder’s inbox, calendar, and task list. - Creating internal SOPs and documentation. - Comparing software tools and recommending solutions. - Drafting emails, summaries, reports, and process documents. - Coordinating with accountants, lawyers, contractors, or partners. What Success Looks Like You will be successful in this role if the founder becomes more focused, organized, and effective because of your support. You will help reduce manual work, improve systems, keep tasks moving, and make sure MindFriend operates with more clarity and speed. Benefits - Performance-Driven Pay: Competitive base salary tied directly to your impact. - Global Mobility (Europe Bound): Support for future relocation and visa sponsorship to move to Europe. - Work From Anywhere: Fully remote with flexible hours, as long as the job gets done.

Role Description This role combines elements of a Founder’s Associate, Executive Assistant, Chief of Staff, AI Automation Specialist, and Operations Assistant. MindFriend is an online market platform for therapists, looking for a highly capable, practical, and AI-native assistant to work directly with the founder. This is a hands-on, trusted role for someone who can move between executive support, operations, AI automation, bookkeeping coordination, research, and day-to-day problem solving. We are looking for a rounded, seasoned person who can help the founder save time, stay organized, automate workflows, and keep the business moving forward. What you'll do - AI agents & automation: - Design, build, and maintain AI agents and automated workflows for internal and customer-facing tasks. - Connect tools and data sources (APIs, no-code/low-code platforms, scripts) into reliable automations. - Continuously find manual, repetitive work and replace it with smart systems. - Prototype quickly, iterate, and document what you build. - Finance & bookkeeping: - Keep day-to-day bookkeeping clean using AI tools: invoices, expenses, receipts, and reconciliation. - Track spend, prepare simple financial summaries, and liaise with accountants when needed. - Legal & compliance (AI-assisted): - Use AI tools to research legal, regulatory, and compliance questions and summarize findings clearly. - Help organize contracts, policies, and compliance documentation. - Flag risks early and know when to escalate to a professional (you won't replace counsel — you'll make their work faster). - Founder & operations support: - Manage the founder's calendar, inbox, scheduling, travel, and follow-ups. - Prepare agendas, take notes, track action items, and make sure nothing slips. - Act as a gatekeeper and first point of contact; protect the founder's time and focus. - Run day-to-day operations and ad-hoc projects end to end. Qualifications - Highly organized, reliable, and detail-oriented. - Experienced supporting founders, executives, or small teams. - Strong with AI tools, automation, and modern software. - Comfortable building or managing AI agents and automated workflows. - Able to assist with bookkeeping and financial admin. - Good at online research, especially legal and compliance-related topics. - Discreet, trustworthy, and professional with confidential information. - A clear communicator who can write well and summarize complex topics. - Proactive and able to work independently without constant supervision. - Flexible and willing to help with a wide range of founder-level tasks. Useful Experience - Executive assistant or chief of staff work. - Founder support in a startup or small business. - AI automation, AI agents, prompt engineering, or workflow design. - Bookkeeping tools such as Xero, QuickBooks, Fortnox, Stripe, PayPal, or Excel/Google Sheets. - Legal/compliance research or administrative support. - Operations, project management, or business administration. - Notion, Airtable, Zapier, Make, Google Workspace, Slack, Trello, Asana, or similar tools. Personality Fit This role is best suited for someone who enjoys variety, responsibility, and solving problems. You should be comfortable working closely with a founder, handling sensitive information, and jumping between strategic and practical tasks. You should be the kind of person who notices what needs to be done, improves systems, and brings order to complexity. Example Tasks - Building an AI agent to handle repetitive admin work. - Creating an automation for invoices, reminders, or CRM updates. - Organizing receipts and bookkeeping documents. - Researching compliance requirements and summarizing findings. - Preparing meeting notes and follow-up actions. - Managing the founder’s inbox, calendar, and task list. - Creating internal SOPs and documentation. - Comparing software tools and recommending solutions. - Drafting emails, summaries, reports, and process documents. - Coordinating with accountants, lawyers, contractors, or partners. What Success Looks Like You will be successful in this role if the founder becomes more focused, organized, and effective because of your support. You will help reduce manual work, improve systems, keep tasks moving, and make sure MindFriend operates with more clarity and speed. Benefits - Performance-Driven Pay: We start with a competitive base salary, but your growth is tied directly to your impact. As you deploy better AI agents and streamline our operations, your compensation increases to reflect your expertise. - Global Mobility (Europe Bound): MindFriend is expanding. If you are a rockstar operator, we are fully committed to supporting your future relocation and visa sponsorship to move to Europe. - Work From Anywhere: Fully remote with flexible hours, as long as the job gets done.

Role Description We are looking for a reliable and detail-oriented Online Virtual Scheduling Assistant to support our team of travel advisors. This fully remote role is perfect for someone who excels in time management, calendar coordination, and client communication. You will play a key role in ensuring appointments, consultations, and travel timelines are smoothly managed. Key Responsibilities: - Coordinate and manage calendars for multiple travel advisors - Schedule client consultations and supplier meetings - Send reminders and follow-ups for scheduled appointments - Track and organize important deadlines and travel milestones - Support trip timeline management (e.g., payment schedules, document delivery dates) - Communicate professionally with clients and team members Qualifications - Strong time management and organization skills - Excellent written and verbal communication - Comfortable using Google Calendar, scheduling tools, and email platforms - Ability to multitask and work independently in a remote setting - Prior experience in scheduling, admin, or customer service is a plus - Enthusiasm for travel is a bonus but not required Benefits - Remote, flexible work schedule ideal for work-life balance - Training and ongoing support from a collaborative team - Income-earning potential through administrative project support and performance-based incentives - Growth pathways into roles in travel planning or operations - Access to travel industry benefits and discounts following completion of training Company Description We are a dynamic travel company committed to delivering seamless and personalized travel planning experiences. We specialize in luxury vacations, destination weddings, honeymoons, cruises, and family getaways. Our team thrives on organization, service, and a shared love of travel.