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!