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

Minimum Requirements:

• 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
• Currently living in Latin America

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

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 works? We've put together some helpful answers in our FAQs at the bottom of our career site. Take a look and let us know if you have any other questions!