Executive Assistant

• Executive Assistant with exceptional verbal and written communication skills, and strong expertise in complex calendar management.
• Dynamic executive support professional with a proactive mindset, able to anticipate needs and pivot priorities quickly and effectively.
• Remote first role for US based employees, with East Coast time zone work hours or Hybrid expectations apply for Greater Manhattan based candidates.

At Zip, our team is dedicated to cultivating a workplace where every employee is valued, supported, and inspired. We are committed to fostering an inclusive and diverse environment that promotes collaboration, innovation, and personal growth. Our mission is to empower individuals to reach their full potential, aligning their passions with the company's goals. Through strategic initiatives, comprehensive development programs, and a focus on employee well-being, we aim to create a thriving workplace culture that drives Zip’s success and innovation.

As an Executive Assistant at Zip, you will be at the core of our organizational excellence, ensuring seamless operations, calendar management, and communication for several of our key executives. You will play a vital role in travel and accommodation bookings, invoice and expense management, team event logistics, and ensuring seamless information flow. If you thrive in a fast-paced environment, excel in multitasking, and are passionate about contributing to a dynamic team, this role offers a unique opportunity to shape the success of Zip Co, where your skills and dedication will be pivotal.

• Seamlessly manage high-volume, complex calendars across multiple time zones for up to three Senior Executives
• Coordinate and manage internal and external meetings (in-person and virtual), ensuring agenda alignment and scheduling efficiency
• Serve as the liaison between supported executives and internal teams/external stakeholders, helping drive clarity and communication
• Own inbox and information flow management, flagging priorities and responding on behalf of executives as needed
• Optimize time by aligning daily schedules to strategic priorities, identifying and eliminating inefficiencies
• Book and coordinate domestic and international travel and accommodations, including multi-stop itineraries and cross-time zone coordination
• Research and create presentations, reports, and other documentation for executive meetings and leadership updates
• Use AI-powered productivity tools (e.g., calendar assistants, AI email drafting, summarization tools) to streamline recurring tasks
• Drive accountability by following up on action items from meetings and project touchpoints
• Support expense reconciliation and invoice management for the US executive team
• Coordinate and execute internal team-building events, offsites, and culture programs
• Champion Zip’s values—Customer First, Own It, Stronger Together, Change the Game—in every interaction and initiative

• 3+ years of experience as an Executive, Personal, or Team Assistant supporting senior leadership
• Proven experience managing complex calendars across global time zones and executives with dynamic, shifting priorities
• Prior experience coordinating domestic and international travel and logistics
• High proficiency in G-Suite, Slack, and MS Office; experience using AI productivity tools (e.g., Chat GPT, Claude, Notion) is a plus
• Exceptional organizational and time-management skills with an eye for detail
• Excellent verbal and written communication skills, especially in executive correspondence and stakeholder engagement
• Ability to act with discretion and handle sensitive information with integrity and professionalism
• Proactive mindset: able to anticipate needs and independently resolve administrative issues before they arise
• Experience supporting multiple leaders simultaneously in a fast-paced or high-growth environment
• Comfort learning and applying AI tools to increase productivity and reduce repetitive administrative burden

Zip is a place where you’ll get out what you put in. The newness of our sector means we need to move at pace and…