Executive Assistant (Admin & Operations)

We are looking for a results-driven, data-oriented Executive Assistant to support a fast-paced executive with both administrative and operational responsibilities. The ideal candidate is highly organized, proactive, tech-savvy, and thrives in dynamic environments. You'll play a key role in streamlining processes, managing communications, and helping amplify the executive's personal brand.

Key Responsibilities:

Scheduling & Calendar Management

• Manage and coordinate the executive's calendar
• Schedule meetings via Calendly, text, and Intermedia
• Ensure appointments are organized, confirmed, and running on time

CRM & Data Management

• Upload and manage contact information from networking and back-office platforms
• Maintain an organized CRM by properly tagging and segmenting leads
• Keep all data accurate, updated, and easily accessible

SOPs & Templates

• Document workflows and standardize recurring processes
• Create templates for repeated tasks (emails, onboarding, communications, etc.)
• Continuously improve SOPs for efficiency and scalability

Email & Communication Support

• Monitor and respond to emails and text messages on the executive’s behalf
• Draft and send follow-ups, meeting confirmations, and key communications
• Ensure communication tone is professional, clear, and aligned with the executive’s voice

Social Media & Personal Branding

• Assist with promoting content and thought leadership across social media groups and platforms.
• Maintain consistency in personal brand messaging
• Engage with relevant communities to expand visibility and influence

Tech & AI Tool Optimization

• Stay current on the latest AI tools and productivity platforms
• Recommend and implement tools that boost efficiency and automate repetitive tasks
• Support onboarding and integration of new technologies into daily workflows

• 3+ years of experience as an Executive Assistant or similar operations/admin role
• Highly organized, detail-oriented, and proactive in anticipating needs
• Strong experience with Calendly, CRMs (e.g., HubSpot, Salesforce), Gmail, and productivity tools
• Comfortable with communication via email, text, and various online platforms
• Familiar with social media platforms (LinkedIn, Facebook groups, etc.)
• Interest in or experience with AI tools and tech innovation
• Excellent written and verbal communication skills
• A self-starter who is resourceful and eager to contribute to long-term growth
• Currenlty living in Latin America

• 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!