Executive Assistant

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!