Executive Assistant

About The Company Zip is a leading global 'Buy Now, Pay Later' company dedicated to providing innovative and flexible payment solutions that empower consumers and merchants alike. With a strong presence across the United States, Australia, and other key markets, Zip partners with renowned merchants such as Amazon, Best Buy, eBay, and Uber to facilitate seamless and responsible shopping experiences. Our mission centers on making financial services simpler, fairer, and more accessible, fostering financial inclusion and consumer empowerment. We pride ourselves on a culture of innovation, collaboration, and diversity, striving to create an environment where every employee is valued, supported, and inspired to reach their full potential. As a forward-thinking organization, Zip is committed to leveraging cutting-edge technology and strategic initiatives to redefine the future of payments and financial services.

About The Role We are seeking a highly organized and proactive Executive Assistant to join our team. This remote-first role primarily supports US-based executives, with work hours aligned to the East Coast time zone, or offers hybrid options for candidates based in Greater Manhattan. As an integral part of our organizational support system, you will be responsible for managing complex calendars, coordinating meetings, and facilitating seamless communication between executives and internal/external stakeholders. Your role will involve travel arrangements, expense management, and the preparation of presentations and reports that support strategic decision-making.

The ideal candidate will demonstrate exceptional verbal and written communication skills, a keen eye for detail, and the ability to anticipate needs in a fast-paced, dynamic environment. This position offers an exciting opportunity to contribute to Zip’s growth and success by ensuring operational excellence and supporting our leadership team with efficiency and professionalism.

Qualifications

• 3+ years of experience as an Executive, Personal, or Team Assistant supporting senior leadership
• Proven experience managing complex calendars across multiple time zones
• Experience coordinating domestic and international travel logistics
• High proficiency in G-Suite, Slack, and MS Office applications
• Familiarity with AI productivity tools such as Chat GPT, Notion, or Claude is a plus
• Exceptional organizational and time-management skills with meticulous attention to detail
• Excellent verbal and written communication abilities, especially in executive correspondence
• Ability to handle sensitive information with discretion and professionalism
• Proactive mindset with the ability to anticipate needs and resolve issues independently
• Experience supporting multiple leaders in a fast-paced or high-growth environment
• Comfort with learning and integrating new AI tools to enhance productivity

Responsibilities

• Manage high-volume, complex calendars for up to three senior executives across different time zones
• Coordinate and schedule internal and external meetings, including virtual and in-person events, ensuring agendas are aligned and logistics are handled efficiently
• Act as a liaison between executives and internal teams or external stakeholders to facilitate clear communication and follow-up
• Oversee inbox management, prioritize emails, and respond on behalf of executives when appropriate
• Optimize daily schedules to align with strategic priorities, eliminating inefficiencies
• Arrange domestic and international travel, including multi-stop itineraries and cross-time zone coordination
• Prepare presentations, reports, and documentation for executive meetings and leadership updates
• Utilize AI-powered tools to streamline recurring administrative tasks and improve efficiency
• Follow up on action items from meetings and project milestones to ensure timely completion
• Support expense reconciliation, invoice processing, and financial documentation management
• Coordinate team-building activities, offsites, and company culture initiatives
• Uphold Zip’s core values in all interactions—Customer First, Own It, Stronger Together, Change the Game—ensuring alignment with company culture

Benefits

• Flexible working arrangements including remote work and hybrid options
• Incentive programs and performance-based bonuses
• Unlimited paid time off (PTO) to promote work-life balance
• Generous paid parental leave policies
• Comprehensive health insurance plans, including employer-sponsored options for you and your dependents, with several Zip-covered choices
• Company-sponsored 401(k) retirement plan with matching contributions
• Learning and wellness stipends to support professional development and personal well-being
• Access to a modern, casual office environment in Union Square for in-person collaboration
• Supportive and inclusive workplace culture that values diversity and individual growth

Equal Opportunity

Zip is committed to fostering an inclusive, diverse, and equitable workplace. We provide equal employment opportunities to all applicants and employees regardless of age, gender, sexual orientation, gender identity, race, ethnicity, veteran status, disability, or any other protected characteristic. We ensure our recruitment processes are accessible and inclusive, and we encourage candidates from all backgrounds to apply.