**About the Role** • 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 therapist, 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.

• Write, edit, format, and schedule newsletters via Substack • Create and schedule LinkedIn, Instagram, and Facebook posts • Edit short-form video content using CapCut • Draft and format internal and external reports • Manage email inboxes and communication flows • Support digital content across all platforms • Create and maintain professional, on-brand templates in Canva • Ensure visual consistency across all platforms and materials • Support the creation of graphics and digital assets • Build and manage workflow automations in Zapier • Maintain CRM and platform workflows in Keap and Customer Hub • Support basic WordPress updates and content changes • Maintain organised digital filing and documentation • Manage content calendars and scheduling • Track deliverables and deadlines across multiple platforms • Support community engagement via Circle • Assist with Zoom coordination and virtual event logistics

Title: Remote Executive Assistant Location: New York NY 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. - 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.

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.