Executive Assistant - Operations

Zipdev is looking for a talented Executive Assistant to join our remote team and collaborate with a US-based client. If you love helping people, putting moving puzzle pieces together is your jam, and your problem-solving skills are on point. Sound like you? We’re searching for an Executive Assistant with a knack for building relationships, excellent organizational skills, and the ability to keep things running smoothly in a fast-paced environment.

The successful candidate will provide administrative, sales, and operations support to the CEO, working under his direction.

Role & Responsibilities:

• Directly support the CEO with administrative tasks and special projects, using a proactive mentality and exceptional attention to detail.
• Management of the calendar and scheduling on a daily basis.
• Management of operations (keeping Zoom, Slack and other team accounts up to date, uploading vendor and team contracts to Docusign, ensuring SOPs are updated, etc.).
• Research of various database systems as part of prospecting for new client projects.
• Assist with social media marketing (using AI tools to edit videos, create reels, etc.).
• Proficiency using Slack, Calendly, Dropbox, Canva, Google Suite, Zoom, Asana, AI Tools, YouTube, etc.
• Leading weekly team meetings and daily team huddles
• Delegating and assigning tasks to team members based on skillsets required for the project.
• Coordinating tasks and following up to ensure completion within the timeframe specified.
• Promptly responding to questions from the team related to the launch or project.
• Set project deadlines and ensure they are met.
• Manage the relationship with our outsourced accounting team to ensure that we have up-to-date and accurate bookkeeping.
• Developing affiliate and joint venture relationships to expand launch awareness.
• Test/QA deliverables created by the team (opt-in, sales pages, email sequences, etc.).
• Collect, analyze, and report project metrics.
• Coordinate with the Social Media Manager for Ad KPIs.
• Coordinate the release of the content online and offline.
• Establish and document new procedures to support the team in becoming more productive and efficient.
• Identifying podcasts and influencers for the CEO to partner with to expand the company’s platform.
• Work with each team member to create and finetune desktop procedures for their role to be a resource for future hires.
• Responsible for the measurement and effectiveness of all processes internal and external. 
• Provides timely, accurate, and complete reports on the operating condition of the company.
• Spearhead the development, communication and, implementation of effective growth strategies and processes.

Requirements

• A positive attitude based in a foundation of abundance.
• Passionate about the mission of “Galvanizing 1,000,000 Leaders”.
• A shared commitment to the philosophy and the big “why” behind what I do.
• A team player willing to go above and beyond.
• Excellent communication skills (verbal and written) and a cheerful disposition.
• Strong organizational, analytical, decision making and project management skills.
• Love creating plans with concrete timelines.
• Emotionally self-regulate even during times of pressure and stress to be present for the team.
• Create and keep detailed itemized standard operating procedures.
• At least 2 years experience in a project management role (ideally in a small business with online and offline marketing objectives).
• An energetic, eager, smart and personable/passionate personality.
• Extremely high attention to detail and motivated to get a lot done in a day.
• Able to get a clear grasp of our goals and vision and play an integral role in supporting the achievement of them.
• Use discretion, good judgment and take the initiative to learn.
• Identify what is needed to perform the role with excellence.
• Can pull all the necessary and concrete details out of our fast moving, creative team and turn them into tangible steps and structure.
• Great if well versed in the coaching and consulting industry and are familiar with the business models and growth plans.
• Proficient with Word, Excel, PowerPoint, Outlook.
• Proficient with Apple Products and Mac Operating Systems.
• Familiar with the following software: Asana, Canva, InDesign, Google Apps, Dropbox, Social Media, WordPress, Zoom, Vimeo, calendaring software, membership websites.
• Is willing to learn how to use new software tools to make job easier (or even better, lead the team in utilizing new technology).
• A whiz at planning and organizational details – nothing gets by you.
• Flexible and ready to do whatever it takes to get your job done with excellence.
• You are an excellent project/task manager – you make sure things get done on time.
• Learn fast, think fast and thrive in a fast-paced environment with the need to meet many deadlines.
• Must be comfortable communicating with clients and partners via telephone, email or in person.
• Familiar with or willing to learn about product launches.
• An operational savant.
• Event planning experience a plus.

• Our Recruitment Process
• Video Interview
• 20-minute take-home skills test
• 30-minute Call with the Recruiter (project, benefits, etc.)
• Interviews directly with the client (depending on the project the # of interviews may vary, this may include an assessment)
• Final Offer

Benefits