Job Specifications
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.
Start your adventure with Zip
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.
Interesting problems you’ll get to solve
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
What You’ll Bring To The Team
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
What You’ll Get In Return
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 embrace change, and our promise to you when you join the team is that you’ll feel empowered and trusted to make big things happen quickly.
We want you to feel welcome and as though you have the support to be yourself, and care for yourself at work. Because it’s important to us that you make the most of the opportunities you’ll get to grow your skills and your career, and be surrounded by smart, friendly people and leaders that have your back.
We think these are just some of the best things about being a Zipster. We will also offer you:
Flexible working culture
Incentive programs
Unlimited PTO
Generous paid parental leave
Leading family support policies
Company-sponsored 401k match
Learning and wellness subscription stipend
Beautiful Union Square office with a casual dress code
Indust
About the Company
Zip Co Limited (ASX: ZIP) is a digital financial services company, offering innovative, people-centred products that bring customers and merchants together. Operating in two core markets - Australia and New Zealand (ANZ) and the US, Zip offers access to point-of-sale credit and digital payment services, connecting millions of customers with its global network of tens of thousands of merchants. We’re proud to be a values-led business and our values - Customer First, Own it, Stronger Together and Change the Game - guide us in ...
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