Executive Assistant (Full-Time, Remote)

ZIVA is supporting a rapidly growing company in the restoration industry in its search for an Executive Assistant. This person will work closely with the CEO to protect their time, organize competing priorities, and ensure important commitments consistently move from discussion to completion.

The Executive Assistant will take ownership of the CEO’s day-to-day organization, communication, meeting preparation, and follow-through, allowing the CEO to focus on the decisions, relationships, and responsibilities that require their direct attention. This is not a task-only administrative position. The Executive Assistant will be expected to anticipate needs, create structure in a fast-moving environment, and proactively address problems rather than wait for detailed instructions. Success requires exceptional communication, strong judgment, discretion, and the ability to work independently, receive direct feedback, and move quickly without sacrificing accuracy. The right person will identify opportunities for improvement, confidently speak up when there is a better approach, and follow through with urgency and accountability.

• Own and maintain the CEO’s calendar, scheduling, and daily priorities.
• Anticipate upcoming needs and ensure the CEO is prepared for meetings, conversations, and commitments.
• Protect the CEO’s time by identifying what can be handled, delegated, scheduled, or resolved without their direct involvement.
• Coordinate travel, appointments, and other executive logistics as needed.

• Manage, organize, and prioritize incoming emails, calls, and messages.
• Draft clear, concise, and professional communications that are ready to send.
• Communicate directly with internal and external contacts on the CEO’s behalf.

• Capture decisions, commitments, action items, owners, and deadlines from meetings and conversations.
• Track open items through completion and follow up before deadlines are missed.
• Identify potential delays, conflicts, or missing information and raise them early.

• Handle financial, legal, personnel, and business information with complete discretion.
• Exercise sound judgment when determining what to handle independently and what requires the CEO’s attention.
• Represent the CEO and company professionally in every interaction.

• The CEO’s time is protected for high-value priorities.
• The calendar, inbox, meeting preparation, and commitments remain organized and on track.
• Communication is clear, timely, and direct.
• Problems are raised early with potential solutions.
• The Executive Assistant becomes a trusted partner who anticipates needs and owns follow-through.

• Experience supporting a CEO, founder, or senior executive in a high-ownership administrative, operational, or project coordination role.
• Exceptional spoken and written English
• Clear, concise, and direct communication.
• Strong organization, judgment, attention to detail, and follow-through.
• Ability to work independently, take initiative, and respectfully recommend better approaches.
• Availability aligned with U.S. Mountain Time
• Ability to handle confidential information with discretion.

• Five or more years of executive support experience.
• Experience with project management, operations, or process improvement.
• Experience in a growing or entrepreneurial company.
• Familiarity with QuickBooks, CRM systems, or industry-specific software.
• Experience coordinating executive travel and logistics.

• A full-time, remote position supporting a U.S.-based company.
• Direct collaboration with the CEO of a rapidly growing business.
• A high-trust role with meaningful responsibility and decision-making authority.

This role may be a strong fit if you:

• Naturally take charge and enjoy bringing order to fast-moving work.
• Communicate clearly and prefer getting directly to the point.
• Notice when something could work better and are comfortable speaking up.
• Can respectfully challenge an idea and then move quickly into execution.
• Anticipate needs and act without waiting for detailed instructions.
• Take personal responsibility for ensuring work reaches completion.
• Enjoy working closely with a performance-focused executive.

This role may not be the right fit if you:

• Prefer to receive step-by-step instructions for every task.
• Are uncomfortable with direct communication or constructive disagreement.
• Hesitate to raise concerns when you see a potential problem.
• Prefer a slow-paced or highly casual working environment.
• Focus only on completing assigned tasks rather than owning the broader outcome.
• Need frequent reminders or close supervision to maintain momentum.

• Applications must be submitted by Monday, August 31, 2026. Applications received after this date may not be considered.