Executive & Business Operations Assistant

The Executive & Business Operations Assistant at Zipdev will play a crucial role by providing executive support to the founders, which includes managing their calendars, inboxes, and travel arrangements. Additionally, the position involves communication support such as triaging emails and messages, personal assistant tasks like booking appointments, and performing light research and financial/admin support. This diverse range of responsibilities ensures that our founders can focus on their most important tasks while the assistant brings order and efficiency to their busy schedules.

To excel as an Executive & Business Operations Assistant at Zipdev, candidates should ideally have 2 to 4 years of experience in an executive assistant role or a similar position. A strong grasp of digital tools, particularly Google Workspace and spreadsheet applications, is essential. Excellent written and verbal communication skills are critical, as the role involves frequent interactions with various stakeholders. Furthermore, being a fast learner who is excited to take on this evolving role will be especially beneficial for candidates.

At Zipdev, we place great importance on work-life balance, especially for our Executive & Business Operations Assistant role. The position is fully remote and requires a 40-hour workweek from Monday to Friday, with no weekend commitment. Employees enjoy generous vacation time, including 10 business days annually, 5 national holidays, and 5 company holidays to rejuvenate and recharge while enjoying a flexible work routine.

While the core responsibilities of the Executive & Business Operations Assistant are well-defined, additional skills can be very advantageous. Knowledge of hiring and People Ops, experience in project management tools like ClickUp or GitHub, and familiarity with Ecommerce operations can distinguish candidates in the hiring process at Zipdev. Having a diverse skill set not only makes a candidate appealing but also contributes to the overall growth and efficiency of our operations.

The recruitment process for the Executive & Business Operations Assistant position at Zipdev is designed to ensure a good fit for both the candidate and the company. It begins with a video interview followed by a 20-minute take-home skills test. Next, candidates will have a 30-minute call with a recruiter to discuss the project and benefits. Depending on the project, interviews with the client will follow, which may include an assessment. Lastly, candidates will receive a formal offer, completing a thorough but pleasant recruitment experience.

When answering this question, it's effective to highlight specific tasks you've successfully managed as an Executive Assistant, such as calendar management, travel planning, or communication support. Discussing your ability to handle multiple responsibilities and any tools you used, like Google Workspace, adds depth to your answer.

Effective prioritization is crucial. You might discuss using methods such as the Eisenhower Matrix or prioritizing tasks based on urgency and importance. Provide a specific example where you managed conflicting priorities and the outcome of your approach.

Share your familiarity with tools such as ClickUp, Trello, or Asana. Discuss how you’ve utilized these tools to keep track of deadlines and manage tasks efficiently. Providing a brief example of a project you managed using these tools will leave a positive impression.

It’s beneficial to share your techniques for maintaining calm under pressure, such as staying organized, breaking tasks into smaller, manageable parts, and communicating effectively. Providing a concrete example of a stressful situation you navigated successfully can illustrate your resilience.

To answer this question, share a specific instance where you effectively prioritized communications, perhaps outlining the criteria you used to determine what was most important for your executive's attention. Highlighting your decision-making process reinforces your capabilities.

Discussing your organizational methods can be a strong point. Consider mentioning digital calendars, to-do lists, and task management software you utilize to keep all tasks and deadlines efficiently organized. Providing examples of how these strategies led to successful outcomes can strengthen your answer.

Emphasize your proficiency with collaboration tools such as Slack, Microsoft Teams, or Zoom. Discuss specific instances where these tools were integral in managing projects or communication, particularly in remote settings, to demonstrate your adaptability and tech-savviness.

In your response, outline a specific challenge, such as managing overlapping commitments or a sudden change in your executive's plans. Describe the steps you took to address the challenge and the positive result that followed to showcase your problem-solving abilities.

Highlight essential traits such as proactivity, organization, and excellent communication skills. You might also want to mention the importance of building a trusting relationship with executives and their need for confidentiality. Adding your personal philosophy on support roles will provide insight into your character.

Discuss your commitment to self-improvement, such as attending trainings, seeking feedback, or exploring new tools. Mention any specific courses or platforms you’ve used to enhance your skills, and express your enthusiasm for growing along with the company.