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Executive Assistant [CLOSED]

Full Time 1500.00 - 2500.00 USD Type: Monthly

ZenPilot helps agencies build more productive, profitable, and healthy teams by streamlining their operations in ClickUp. They’ve served over 2,600 agencies and are ClickUp’s largest implementation partner. With a unique combination of industry expertise, ZenPilot emphasizes team enablement and accountability that set their results apart from the competition.

The team is split into 3 departments: Growth, Delivery, and Operations. They are a close-knit group of 15, split between the US, South America, Europe, and Asia.

Their core values, documented as a reflection of the values of the current team, describe the culture they want to build and the kind of workers they aim to find:

→ I am humble + hungry – I strive to be the best in the world in my role and recognize I need to constantly be growing. We’re not a “B’s get degrees” team; it’s cool to nerd out at ZenPilot.

→ I own my stuff – When I tell someone I’ll do it, it’s as good as done. I take responsibility when I mess up and handle criticism with a gracious heart.

→ I celebrate your good work – I actively look for opportunities to make other team members look good and feel good.

→ I have your back – I actively communicate and pitch in when someone needs help without needing to be asked and with no strings attached.

→ I am a systems thinker – I learn from every experience and improve outcomes by defining and refining our process. As a team, we share what we learn and improve our systems to get 1% better each day.

Aside from following these values, the team has tons of fun together, enjoying hangouts and fun activities every other Friday. It’s important to be ambitious and dedicated, but it’s also important to enjoy the process!

Right now, ZenPilot is looking for an Executive Assistant to join their team.

As the new member of the team, you will:

  • Prioritize and manage tasks
  • Manage emails
  • Coordinate the CEO’s calendar & schedule
  • Prepare agendas & run efficient meetings
  • Update scorecards
  • Resolve HubSpot chat messages
  • Report to and work directly with the CEO
  • Take care of other related tasks

This is a full-time position, and the preferred hours are 8 AM - 5 PM EST. This role is for someone who is ambitious and passionate about building their career as a truly exceptional Executive Assistant, directly contributing to company growth, and being great at what they do. If you are hyper-organized, professional, and excited about joining our team, then this may be the perfect fit for you!

To be successful in this role, you need to have a professional mindset and a desire to find a long-term position as an Executive Assistant.

You need to have some experience in a task management platform, as well as knowledge in spreadsheets Any experience in Slack, ClickUp or Loom is a bonus.

The ideal candidate is:

→ Incredibly trustworthy. In addition to work-related responsibilities, you will eventually take on managing the CEO’s personal calendar and tasks.

→ World-class communicator. You need to be able to articulate clearly and communicate effectively.

→ Hyper-detail-oriented + reliable. As soon as you get a new task, you need to make sure it’s taken care of. The best case scenario is that the CEO will never have to hear about it again - but it’s also important to ask for help if you need it.

→ Bold. Not phased by difficult problems. Bold enough to express your ideas. Say when the directions aren’t clear, when something could be done better, and don't feel awkward about that.

→ Fast-moving. You are not stressed out by a quick pace and can process a lot of inputs quickly, prioritize, get the urgent stuff done fast and then move on with priorities. This will show up in mental processing, typing speed/response time, etc.

During the onboarding process, you will have training on ClickUp and will receive guidance on how to manage emails and schedule based on SOPs and templates. However, you will be expected to hit the ground running as an Executive Assistant, taking initiative and finding solutions as you go. The first week will mostly include meeting with the team and getting to know the tools, but by the third week, you’ll be working hands-on with the CEO.

What’s in it for you?

  • $1500 - $2500* per month
  • Annual performance review
  • Unlimited PTO (includes 6 US holidays + full week between Christmas and New Year's)
  • $75 annual team store credit
  • Team Audible account + book credits + training courses

*Please note that this is a gross salary and that you are responsible for any tax-related procedures in your country of residence. We kindly ask you to apply only if you are happy to work remotely as an independent contractor.

This position will be closed as soon as we find the perfect match. So, make sure to read the description carefully and take your time to submit a high-quality application that stands out.

If you apply, JobRack will respond promptly and keep you updated throughout the process.

As part of the hiring process, please then expect the process to include:

1 - Filling in the application form once you click “Apply”

2 - Being invited to record a short video to introduce yourself

3 - Completing test tasks, if short-listed

4 - Attending video interviews where you will have the opportunity to talk more about your previous experience and the new role

Applications are only accepted through JobRack. Zenpilot has specifically requested that you do not contact them directly. If you have any questions please contact us using support@jobrack.eu

To make sure you receive updates on your application please add recruitment@jobrack.eu to your email address book. Got questions about working remotely? Check out JobRack’s FAQ for answers to everything you might want to know. https://jobrack.eu/jobseeker-faq


ZenPilot helps agencies build more productive, profitable, and healthy teams. Use our proven playbook to fix your systems, processes, and project m...

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