Job description
We’re looking for a Strategic Executive Assistant & Program Coordinator to work for our client, we build and scale smart software and marketing solutions for our clients — and for ourselves. We’re a startup, so we wear many hats, move quickly, and adapt as we grow.
This role is a mix of executive support — managing calendars, inboxes, and communications — and program coordination, where you’ll help track projects, keep everyone on the same page, and make sure things get done on time. You’ll be the person who keeps us organized and helps drive progress on key projects, making sure leadership can stay focused on the bigger picture.
What You’ll Do
Executive Support(30%)
- Keep the co-founder’s calendar organized and make sure meetings are scheduled, prioritized, and aligned with top priorities.
- Triage incoming emails and Slack messages, and draft responses or updates when you can.
- Coordinate meetings — from scheduling to preparing agendas to sharing notes afterward.
- Help with travel planning and logistics as needed.
- Stay informed on active projects so you can confidently handle updates and basic communications on behalf of leadership.
Program Management & Operations (70%)
- Manage our ClickUp workspace — assigning tasks, tracking deadlines, and ensuring nothing slips through the cracks.
- Proactively keep projects moving: follow up with teammates, clear roadblocks, and make sure progress stays on track.
- Track the status of both internal Paragon projects and client work, and share clear updates with leadership and the rest of the team.
- Draft and send weekly and monthly status reports to keep everyone informed.
- Build dashboards and reports using data from platforms like Meta Ads, Google Ads, and Google Analytics.
- Look for ways to make our processes more efficient — and use AI tools to automate repetitive tasks where possible.
- Take ownership of small internal projects from start to finish as you grow in therole.
Tools You’ll Use
Project Management: ClickUp, Notion
Communication: Slack, Google Workspace (Docs, Sheets, Meet)
Marketing: Meta Ads, Google Ads
Automation/AI: ChatGPT and other productivity tools
3–5+ years as an Executive Assistant, Program Coordinator, or in a similar hybrid role.
Experience supporting executives in a fast-paced, startup-style environment where things move quickly and priorities can shift.
Hands-on experience with software development lifecycles and an understanding of key marketing operations and objectives.
Intermediate-to-advanced Excel or Google Sheets skills (think VLOOKUPs, pivot tables, and building simple dashboards).
Work remotely Monday - Friday, 40 hours a week (no weekends)
Vacation: 10 business days a year
Holidays: 5 National Holidays a year
Company Holidays: 5 Company Holidays a year (Christmas Eve, Christmas Day, New Year’s Eve, New Year’s Day, Zipdev Day)
Parental Leave
Health Care Reimbursement
Active Lifestyle Reimbursement
Quarterly Home Office Reimbursement
Payroll Deduction Purchase Plans
Longevity Bonus
Continuous Learning Bonus
Access to Training and Professional Development Platforms
Did we mention it’s REMOTE?!!
One of our core values at Zipdev is “Be authentic.” that’s why we encourage you to answer the application form in your own words; we are interested in getting to know you, not a digital assistant.
Wondering how our remote environment or our payment method work? We’ve put together some helpful answers in our FAQs at the bottom our our career site. Take a look and let us know if you have any other questions!
