Executive Assistant (Operations)
Company:Zipdev
Location:Mexico
Languages:English
Seniority level:Executive, 3+ years
Experience:3+ years
Skills:
LeadershipProject ManagementProject CoordinationCross-functional Team LeadershipOperations ManagementAdministrative ManagementStrategyBusiness OperationsFinancial ManagementContent creationContent managementCommunication SkillsMicrosoft ExcelProblem SolvingAgile methodologiesAttention to detailOrganizational skillsTime ManagementWritten communicationMultitaskingDocumentationMicrosoft Office SuiteInterpersonal skillsNetworkingExcellent communication skillsAdaptabilityRelationship buildingProblem-solving skillsCritical thinkingTeamworkResearchFluency in EnglishEmpathyVerbal communicationReportingTrainingTroubleshootingWritingActive listeningStrong work ethicAbility to learnJSONClient relationship managementBudgetingStrong communication skillsCross-functional collaborationData entryRelationship managementMarket ResearchQuality AssuranceCreativityRisk ManagementData visualizationMarketingEditingTeam managementStakeholder managementComputer skillsLead GenerationMentorshipStrategic thinkingDigital MarketingProcess improvementResearch skillsTechnical supportCRMFinancial analysisAnalytical thinkingData modelingFinancePrototypingScriptingData analyticsData managementDebuggingCustomer supportChange ManagementCustomer SuccessConfluenceEnglish communicationBookkeepingSaaSBudget managementPowerPointA/B testingPositive attitude
Requirements:
Minimum 3+ years in an Executive Assistant, Operations Coordinator, or Chief-of-Staff–style role supporting a CEO or business owner. Proven success managing complex calendars, communications, and project workflows. Strong proficiency with digital tools (Google Workspace, CRMs, task managers, spreadsheets, Canva, YouTube Studio, Zoom). Exceptional written and verbal communication. Ability to manage multiple priorities independently with minimal oversight. High confidentiality, discretion, and emotional intelligence. Organized, proactive, and highly reliable. Experience in business brokerage, M&A, private equity, real estate, or professional services (preferred). Experience supporting content creators, YouTubers, or personal brands (preferred). Experience in marketing coordination or CRM management (preferred). Project management certification or equivalent real-world experience (preferred).
Responsibilities:
Manage executive calendar, appointments, travel, and time-blocking. Prioritize emails, filter requests, and prepare responses. Coordinate with brokers, vendors, and partners. Maintain systems, files, documents, and dashboards. Manage weekly content pipeline (YouTube, LinkedIn, training material). Prepare scripts, organize recording sessions, coordinate editing, and publish videos. Upload content into platforms like Synthesia, YouTube Studio, Canva, and CRM. Track posting schedule, performance metrics, and follow-up tasks. Prepare weekly team meeting agendas and talking points. Track broker KPIs and maintain accountability systems. Ensure follow-up tasks are captured, assigned, and completed. Assist new brokers with onboarding materials, compliance, and operational orientation. Assist in collecting seller documentation, preparing data rooms, and assembling due diligence files. Coordinate communication between sellers, buyers, attorneys, lenders, accountants, and brokers. Maintain transaction checklists and ensure milestones are completed on schedule. Coordinate initiatives related to private equity outreach, referral partners, and M&A marketing. Support the execution of the annual and quarterly agency plan. Maintain priority trackers. Ensure strategic goals move forward consistently. Assist with personal executive logistics, travel planning, and household administrative tasks. Manage recurring health, calendar, and organizational reminders. Respect boundaries, confidentiality, and personal scheduling priorities.
