Executive Assistant
AI Summary
Executive Assistant provides high-level administrative and operational support to the Director of Operations, coordinating cross-functional teams and overseeing calendar, communications, and records.
About this role
The Executive Assistant to the Director of Operations provides high-level administrative and operational support to ensure the efficient execution of daily business activities. This role acts as a key liaison between Operations and cross-functional teams including HR, Payroll, and Finance, managing coordination, communication, and administrative processes across the organization
Essential Duties & Responsibilities
Executive Support
- Manage calendar, scheduling, and meeting coordination for the Director of Operations
- Prepare correspondence, reports, presentations, and internal communications
- Coordinate meetings, including agendas, materials, and minutes
- Screen and prioritize incoming communications and requests
- Maintain organized records, files, and documentation systems
Operations & Cross-Functional Coordination
- Serve as a central point of coordination between Operations, HR, Payroll, and Finance
- Support onboarding logistics including scheduling and new hire setup
- Assist with expense management, purchasing, and budget tracking
- Coordinate employee-related administrative processes and documentation
- Track compliance items such as certifications, registrations, and required filings
Meetings, Events & Travel
- Coordinate internal meetings, leadership sessions, and operational reviews
- Arrange travel, accommodations, and logistics for Director
- Assist with coordination and planning of frontline employee events.
Employee Experience & Communications
- Support employee engagement initiatives and recognition programs
- Coordinate onboarding materials, welcome items, and internal communications
- Maintain internal directories, databases, and systems
Requirements
- 2–5 years of experience supporting executives, directors, or senior leadership teams
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)
- Excellent English communication and interpersonal abilities
- Strong organizational and time management skills
- Ability to manage multiple priorities in a fast-paced environment
- High attention to detail and strong problem-solving skills
- Professionalism, discretion, and sound judgment
Benefits
- Work remotely Monday - Friday, 40 hours a week (no weekends)
- Vacation: 10 business days a year
- Holidays: 5 National Holidays a year
- Company Holidays: 5 Company Holidays a year (Christmas Eve, Christmas Day, New Year's Eve, New Year's Day, Zipdev Day)
- Parental Leave
- Health Care Reimbursement
- Active Lifestyle Reimbursement
- Quarterly Home Office Reimbursement
- Payroll Deduction Purchase Plans
- Longevity Bonus
- Continuous Learning Bonus
- Access to Training and Professional Development Platforms
- Did we mention it's REMOTE?!!
One of our core values at Zipdev is "Be authentic." that's why we encourage you to answer the application form in your own words; we are interested in getting to know you, not a digital assistant.
Wondering how our remote environment or our payment method work? We've put together some helpful answers in our FAQs at the bottom our our career site. Take a look and let us know if you have any other questions!
