Executive Assistant - job 1 of 2

About Zapier

We're humans who simply think computers should do more work.

At Zapier, we’re not just making software—we’re building a platform to help millions of businesses globally scale with automation and AI. Our mission is to make automation work for everyone by delivering products that delight our customers. You’ll collaborate with brilliant people, use the latest tools, and leverage the flexibility of remote work. Your work will directly fuel our customers’ success, and as they grow, so will you.

Job Posted: 8/15/2025

Location: North America (EST to PST time zones)

Hi there!

We’re looking for an Executive Assistant for our Build organization (Product, Design, Engineering). This is a high-impact role where you’ll support 1-2 executive leaders and partner closely with another EA in the same department. You’ll manage calendars, critical workflows, and help drive leadership effectiveness by combining proactive support with excellent judgment.

The ideal candidate has experience supporting senior leaders in Product or Engineering and understands how Build teams operate: how they plan, communicate, and ship. You’re able to follow along even when discussions get highly technical, surfacing action items, blockers, and next steps without needing everything spelled out.

You also bring a strong communication skillset. You know how to extract the right context from meetings, Slack threads, and documents and then turn that input into clear, executive-ready drafts. Whether it’s prepping for a decision-making meeting or sharing out a memo to key stakeholders, you’re able to confidently move from information-gathering to polished output in your executive’s voice.

If you’re looking to deepen your impact at a fast-growing, profitable, customer-focused company, read on…

Our Commitment to Applicants

Culture and Values at Zapier

Zapier Guide to Remote Work

Zapier Code of Conduct

Diversity and Inclusivity at Zapier

About You

• You’ve supported Build orgs before. You bring 3+ years of experience as an Executive Assistant or Ops (or similar role), including support for senior leaders in Product and/or Engineering teams at a tech company.
• You spike in communication. You’re a clear and effective communicator who can move from information-gathering to well-crafted drafts with little oversight, using your executive’s voice and tone.
• You are a strategic partner. You’re curious, solutions-oriented, and quick to connect the dots between shifting priorities, requests, and cross-functional dynamics.
• You’re a skilled project manager. You can backplan and lead complex initiatives like executive offsites, internal launches, or cross-functional coordination efforts.
• You collaborate well across functions. You work seamlessly with other EAs, Chiefs of Staff, and operational leaders to clarify roles, ensure alignment, and prevent issues before they arise.
• You bring calm and clarity to chaos. You can juggle multiple high-priority tasks while maintaining structure, detail, and focus.
• You’re tech-savvy. You’re a power user of tools like Zapier, Gmail, Google Calendar, Slack, and Notion and you’ve used automation and AI to work more efficiently.
• You operate with discretion and integrity. You’re thoughtful, trustworthy, and handle sensitive information with care.
• You value a collaborative team culture. You support your teammates as much as your executive, sharing knowledge, tools, and best practices openly.

What You'll Do

Executive Support and Calendar Management

• Manage and optimize your executives’ calendars and task systems to ensure they are focused on high-leverage, business-critical work.
• Stay ahead of shifting priorities, deadlines, and business needs, adapting schedules and workflows accordingly.
• Meeting Prep & Follow-Up: Own the prep, structure, and follow-up for internal and external meetings, ensuring executives are briefed and that action items are followed through.
• Board and Leadership Support: Assist with board meeting preparation, including slide coordination, meeting logistics, and sensitive document handling.

Strategic Communications and Context Gathering

• Inbox and Communication Management: Triage and manage executive inboxes, surface priorities, and draft or respond to messages when appropriate.
• Draft communications, briefs, and talking points from scratch using your executive’s tone and priorities.
• Monitor and synthesize context from Slack, meetings, and shared documents to proactively move work forward.

Project and Event Management

• Lead and support end-to-end planning of initiatives such as executive offsites, team rituals, onboarding programs, and other key Build org events.
• Coordinate across teams to ensure logistics, deliverables, and communications are aligned and on time.
• Vendor & Budget Coordination: Partner with finance, legal, and vendors to manage contracts, invoices, and basic budget tracking.
• Expected to travel up to 10% of the year to help execute day-of-logistics at offsites

Collaboration with EA Team

• Work in tandem with other EA team members on strategic department-level projects.
• Take on shared or delegated responsibilities based on business needs and team priorities.
• Contribute to a strong, low-ego team culture by sharing resources and stepping in to support teammates when needed.
• Help evolve EA team operations through peer feedback, experimentation, and collaborative learning.

Team and Meeting Operations

• Prepare meeting agendas, structure discussions, document decisions, and track follow-ups to keep leadership aligned and accountable.
• Maintain high-quality, repeatable team workflows that scale across the org.

Process Improvement and Automation

• Continuously seek opportunities to improve efficiency, whether through process redesign, automation, or implementation of new tools.
• Pilot and share new systems, especially those leveraging AI or workflow automation.