Executive Administrative Assistant
At Ziler, we're a group of go-getters, transforming the future of work. We are passionate about working together toward creating a better future for our clients, solving high-impact problems, and moving organizations forward. If you want to be part of shaping the future of an organization, then read on
The purpose of the Executive Administrative Assistant is to extend the impact of the executive team by ensuring projects, priorities, schedules, communications, and daily operations run seamlessly. This role enables leadership to make better decisions, faster, by handling the execution of high-priority initiatives, managing executive calendars, and coordinating mission-critical activities.
You will act as the operational backbone for two leaders —owning follow-through on strategic decisions, ensuring projects move from idea to execution, managing incoming communications, and overseeing light financial tasks to keep the business running smoothly.
Primary Responsibilities
Project & Initiative Management
- Translate executive direction into actionable project plans with clear deliverables, deadlines, and owners.
- Monitor company-wide initiatives and ensure they are executed on time and within scope.
- Track progress against key objectives and provide regular updates to leadership.
Executive Support & Operations
- Manage and optimize executive calendars, ensuring time is allocated to the most important priorities.
- Schedule, confirm, and coordinate internal/external meetings, board sessions, and travel arrangements.
- Communication: Act as a primary point of contact for the CEO, managing correspondence and drafting/proofreading emails, reports, and presentations as needed.
- Organize and handle incoming communications, including email, phone calls, and physical mail—prioritizing what requires executive attention.
- Prepare agendas, gather pre-read materials, and ensure clear action items and follow-ups after every meeting.
- Perform in-depth research and synthesize information into concise, decision-ready summaries.
Financial & Administrative Management
- Handle light accounting tasks such as expense reports, invoice processing, and budget tracking.
- Partner with finance and operations to ensure accurate record-keeping and timely processing of payments.
Logistics
- Prepare briefing materials for board meetings, executive sessions, and external partner engagements.
- Coordinate logistics for leadership and board activities (flights, hotels, transportation, meeting prep).
Cross-Functional Alignment
- Partner with functional leaders to keep high-priority initiatives moving forward and ensure accountability.
- Maintain a system for tracking goals, commitments, and progress across the organization.
- Ensure the right discussions are happening at the right time by managing leadership meeting agendas.
What We're Looking For
We're seeking an Executive Administrative Assistant who thrives in a dynamic environment and can keep things running smoothly behind the scenes. The ideal candidate is highly organized, detail-oriented, and proactive—someone who can anticipate needs, manage priorities, and provide top-notch support to our leadership team. You'll need to be comfortable handling confidential information, coordinating schedules, and ensuring operations flow efficiently. Strong communication skills, adaptability, and a problem-solving mindset are key.
You'll stand out if you:
- Excel at both written and verbal communication in
English. - Have prior experience supporting executives or managing administrative operations.
- Can balance multiple priorities while staying detail-oriented.
- Bring resourcefulness and initiative to anticipate challenges before they arise.
- Enjoy working in a fast-paced, collaborative environment.
Why Ziler
At Ziler, we're more than just a workplace—we're a growing team that values collaboration, innovation, and people-first culture. As a young and ambitious company, we give our team the space to contribute ideas, take ownership, and grow alongside us. Here, your role isn't just about supporting executives—it's about being a trusted partner who helps shape how we operate and scale.
When you join Ziler, you'll find:
- A supportive, close-knit team that values transparency and trust.
- Opportunities to grow your skills and take on new challenges.
- A culture where your contributions truly make an impact.
- The chance to be part of building something meaningful from the ground up.
If you're ready to be the steady hand that keeps our leadership moving forward, we'd love to meet you