Executive Assistant – Office Administrator

Zippy

. Manage complex calendars for the CEO and President .

Posted 11/3/2026full-timeUnited StatesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in managing complex executive calendars, coordinating logistics for meetings and travel, and maintaining effective communication with stakeholders. Proficient in administrative support with a proactive approach to enhancing office operations and executive assistance.

Highest-signal resume keywords

Executive Assistance ExperienceCalendar ManagementTravel CoordinationClear Communication SkillsDiscretion and Professionalism

ATS Keywords

Tailor your resume

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Calendar ManagementTravel CoordinationDocument PreparationExpense CoordinationMeeting LogisticsOffice Supply ManagementEvent CoordinationAdministrative SupportRecord MaintenanceScheduling

Soft Skills

Strong JudgmentProactive ApproachService-Oriented MindsetClear Written CommunicationAdaptability

Tools & Technologies

Calendar ToolsEmail ToolsDocument Collaboration ToolsOffice Management Software

Industry Keywords

Executive SupportConfidential Information HandlingFast-Paced EnvironmentE-Verify Eligibility

About the role

Key responsibilities & impact

Manage complex calendars for the CEO and President
Prioritize requests, resolve scheduling conflicts, and protect executive focus time
Serve as a gatekeeper and point of contact for executive requests
Schedule meetings across time zones and coordinate attendees, logistics, agendas, and materials
Anticipate needs, communicate schedule changes, track follow-ups, and monitor commitments
Coordinate business travel, accommodations, transportation, and itineraries
Prepare documents, draft routine correspondence, maintain records, and coordinate expenses and reimbursements
Monitor and replenish Dallas office supplies, snacks, and beverages
Organize shared spaces and meeting rooms
Coordinate with vendors, building management, and internal teams on workplace logistics
Welcome employees and guests and coordinate visits, meeting spaces, and catering
Coordinate team gatherings, leadership meetings, and in-person events, including vendors, setup, and cleanup
Build systems and routines to improve executive support and office operations
Assist with administrative projects as needed

Requirements

What you’ll need

3+ years of experience in executive assistance, administrative support, or a related role
Experience supporting senior leaders or founders
Experience managing busy calendars, competing priorities, travel, and meeting logistics
Strong judgment, discretion, and professionalism when handling confidential information
Clear written and verbal communication skills
Proactive approach with strong follow-through
Comfort working in a fast-paced environment with changing priorities
Hands-on, service-oriented mindset
Proficiency with calendar, email, document, and collaboration tools
Ability to learn new systems quickly
Ability to work in person at the Dallas office
Current residence in one of the specified eligible states
Employment eligibility subject to E-Verify confirmation

Benefits

Comp & perks

Competitive salary with potential annual bonuses and variable pay
Equity in the company for all employees
Remote-first environment and work-from-home flexibility
Medical, dental, and vision insurance
Company-subsidized STD, LTD, and life insurance
Medical and dependent care FSAs
Training and licensing support
Generous paid time off
Wellbeing resources, including Headspace, Gympass+, Fetch, Spring Health, SoFi, Perkspot, and Ladder
Paid parental leave
No Meeting Wednesdays
Career growth and promotion-from-within opportunities
Supportive, collaborative, and inclusive culture
Guidance, mentorship, and support from leadership