Executive Administrator

Apply for the Executive Administrator role at ZIO
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Winter Park, FL 32789

We’re seeking a high-performing Executive Administrator to partner directly with our Principal/CEO and Chief Operating Officer. This is not your typical admin role — this position is for someone who thrives on clarity, structure, and strategic impact. If you're the kind of person who lives to make sure nothing falls through the cracks, loves organizing chaos into clear action, and can confidently manage sensitive communication, contracts, and operational details, we want to hear from you.

In this role, you’ll help keep the executive team focused on ZIO’s most important priorities. You’ll track and manage follow-through on key action items from weekly executive meetings and ensure ongoing alignment with EOS (Entrepreneurial Operating System) goals. Familiarity with GTD (Getting Things Done) methodology or similar productivity frameworks is a big plus — you’ll be organizing tasks, projects, and responsibilities into a trusted system that keeps the whole executive function running at its best.

You’ll have full visibility into executive calendars and inboxes and will serve as a first point of triage — prioritizing requests, handling meeting coordination, redirecting messages internally when needed, and responding on our behalf when appropriate. You’ll also serve a key role in contract support: reviewing proposals and agreements for inconsistencies with our standard terms, summarizing potential issues, and coordinating with outside counsel and client contacts to support revisions and execution.

We’re also looking for someone who’s comfortable taking ownership of internal operational projects — such as office repairs, vendor coordination, supply management, or small capital improvements. You will be responsible for making sure things get done — and that everyone is informed along the way.

This role requires a high degree of critical thinking, initiative, and discretion. The right candidate will be comfortable identifying issues before they become problems and communicating clearly — both in writing and in person — about what needs attention and why. You'll be trusted with sensitive information and expected to manage it with professionalism and care.

If you’re energized by the idea of being at the center of a dynamic, detail-oriented, high-performance environment — and you’re confident in your ability to bring clarity and momentum to an executive team — this is the opportunity for you.

• 5+ years of experience supporting executives or operational leadership
• Strong organizational skills and proven ability to manage competing priorities
• Familiarity with EOS or GTD (or the ability to quickly adopt and use structured productivity systems)
• Experience with contract review or a background in legal admin or paralegal work
• Excellent written and verbal communication
• Strong professional judgment, discretion, and emotional intelligence
• Comfortable working independently and owning processes from start to finish
• Tech-savvy and resourceful — someone who is proactive, accountable and resilient above all else!

• Paid Training, certifications, and industry events
• Semi-annual career coaching and development to help you achieve your long-term goals
• Retirement Matching
• Health, Dental, Vision, and Disability Insurance
• Paid Holidays & Time Off
• Company events such as go-kart racing, bowling, and other events you can help organize on a quarterly basis
• Profit sharing

We receive a significant amount of applications and we’re a small team. That means you need to stand out to actually get reviewed by the hiring manager (who does not see every application!). Please follow these steps carefully or your application likely won’t get to a hiring manager!

Step 1: Write a brief cover letter and answer the following questions.

• In your own words, what is the main goal of the Executive Administrator role at our company?
• Tell us about a time you helped an executive stay focused and on track. What did you do that made a difference?
• One part of this role involves reviewing contracts and working with…