Executive Assistant Operations Manager

Zirtue; Dallas (TX); On-site; USD 60,000 - 85,000; Full time

Job summary

Zirtue is seeking a proactive Executive Assistant to support the CEO and Operations Manager. This role involves managing complex calendars, executive communications, and personal assistant duties, requiring strong organizational skills and discretion. Join a mission-driven startup with a competitive salary and benefits, including insurance and flexible time off.

Benefits

Medical, Dental, Vision, and Life Insurance

Flexible paid time off and vacation policy

A diverse, inclusive, and collaborative culture

Equity/stock options

Qualifications

• 3+ years experience supporting C-suite executives or high-level professionals.
• Demonstrated experience in calendar and travel management.
• High level of discretion, emotional intelligence, and professionalism.

Responsibilities

• Manage and maintain the CEO’s calendar across multiple time zones.
• Coordinate all domestic travel arrangements and oversee corporate gifting strategies.
• Record and distribute leadership meeting minutes.

Skills

Communication

Organizational Skills

Time Management

Tools

Microsoft Office

Google Workspace

Dropbox

DocuSign

Job description

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**You MUST be located in DFW/Dallas to apply for this position**

Position Overview

We are seeking a highly organized, proactive, and resourceful Executive Assistant to CEO & Operations Manager to support in both professional and personal capacities. This role requires exceptional communication skills, impeccable attention to detail, and the ability to manage multiple complex calendars and projects across time zones. The ideal candidate thrives in a fast-paced, mission-driven environment, is tech-savvy, and possesses a strong sense of discretion and integrity.

Key Responsibilities

Executive & Operational Support

• Manage and maintain the CEO’s calendar, including scheduling meetings, resolving conflicts, and coordinating across multiple time zones.
• Respond to and follow up on emails and scheduled meetings on behalf of the CEO with professionalism and clarity.
• Coordinate all domestic travel arrangements (airfare, lodging, ground transportation).
• Lead and track special projects such as budget oversight, time tracking for external contractors, and internal operations initiatives.
• Process, submit, and follow up on invoices for CEO review via Bill.com.
• Collaborate with department heads to identify cost-saving opportunities and support annual budget planning and subscription oversight.
• Record, summarize, and distribute weekly leadership meeting minutes.
• Oversee corporate gifting strategies for both business and personal relationships.
• Maintain, update, and distribute company standard operating procedures (SOPs), including onboarding/offboarding, holiday calendars, and employee recognition.
• Coordinate with external legal counsel to ensure compliance with state laws, trademark registrations, and HR policy updates.
• Responsible for corporate insurances payments and renewals.
• Proofread and assist in approving CEO and company social media content, thought leadership, and press engagements in partnership with the PR team.
• Maintain electronic filing systems (Dropbox, DocuSign), including secure storage of tax records, health insurance, and corporate policies.

Personal Assistant Duties

• Coordinate and manage personal calendars between the CEO, their spouse, and children's activities via outlook and google mail.
• Schedule and maintain appointments related to home, car maintenance, and other personal responsibilities.
• Oversee family logistics to ensure a smooth alignment between professional and personal obligations.

Required Qualifications

• 3+ years experience supporting C-suite executives or high-level professionals in a dynamic, multitasking role.
• Demonstrated experience in calendar and travel management, executive communications, and project coordination.
• High level of discretion, emotional intelligence, and professionalism.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and problem-solving skills.
• Proven ability to work independently and handle confidential information.
• Experience supporting both executive and personal assistant duties
• Prior experience working with legal, HR, and financial documents
• Familiarity with startup or high-growth environments

Tech Proficiency

• Microsoft Office (Excel, Word, Outlook)
• Google Workspace (Docs, Sheets, Calendar)
• Dropbox, DocuSign
• Slack, Zoom, MS Teams

What Zirtue Offers

• Be part of a mission-driven, fast-growing startup revolutionizing financial access
• Competitive salary + equity/stock options
• Health benefits: Medical, Dental, Vision, and Life Insurance
• Flexible paid time off and vacation policy
• A diverse, inclusive, and collaborative culture

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative, Human Resources, and Project Management

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Inferred from the description for this job

Medical insurance

Vision insurance

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