Executive Assistant and Office Administrator

Zippy•Dallas, TX

2d•Onsite

About The Position

Zippy is hiring an Executive Assistant and Office Administrator to provide proactive executive support to CEO Ben and President Jordan, helping them stay organized, focused, and prepared. The role manages calendars, schedules, travel, and administrative details while protecting leaders’ time and keeping their days running smoothly. Based in Zippy’s Dallas office, the position also maintains a stocked, organized workplace and serves as a point person for local events and in-person gatherings. This is an in-office, hands-on role for someone who anticipates needs, takes ownership, and enjoys making work easier for colleagues. The position also supports improvements to executive-support and office-operation systems and may assist with administrative projects. Zippy is a remote-first company focused on providing online loans and insurance for manufactured-home buyers. The company describes its culture as collaborative, inclusive, and mission-driven, with a goal of making manufactured-home financing simpler and more accessible.

Requirements

At least 3 years of experience in executive assistance, administrative support, or a related role, including experience supporting senior leaders or founders.
Excellent organization and attention to detail, with experience managing busy calendars, competing priorities, travel, and meeting logistics.
Strong judgment, discretion, and professionalism when handling confidential information and interacting with employees, partners, and guests.
Clear, thoughtful written and verbal communication, including confidence managing scheduling requests and setting boundaries professionally.
Proactive approach, including anticipating needs, solving problems, and following through without reminders.
Comfort working in a fast-paced environment where priorities and schedules can change quickly.
Hands-on, service-oriented mindset and willingness to handle both executive support and everyday office tasks.
Proficiency with calendar, email, document, and collaboration tools, and ability to learn new systems quickly.
Ability to work in person at the Dallas office.
Applicants must reside in one of the states listed in the posting: Arizona, Connecticut, Florida, Georgia, Illinois, Indiana, Louisiana, Maryland, Michigan, Missouri, Montana, Nebraska, Nevada, New York, North Carolina, Ohio, Oklahoma, Oregon, Pennsylvania, South Carolina, South Dakota, Tennessee, Texas, Utah, or Wisconsin.

Nice To Haves

Experience coordinating office operations, vendors, or events.

Responsibilities

Manage complex calendars for the CEO and President, prioritize requests, resolve conflicts, and protect time for focused work and business priorities.
Serve as a gatekeeper and point of contact, route requests, coordinate access, and flag urgent matters using sound judgment.
Schedule internal and external meetings across time zones, coordinate attendees and logistics, and prepare agendas and materials.
Anticipate upcoming needs, communicate schedule changes, track administrative follow-ups, and help ensure commitments and deadlines are met.
Coordinate business travel, accommodations, transportation, and itineraries, adapting when plans change.
Prepare and organize documents, draft routine correspondence, maintain records, and coordinate expense reports and reimbursements.
Monitor and replenish Dallas office supplies, snacks, and beverages; organize shared spaces and meeting rooms; and handle day-to-day office needs.
Coordinate with vendors, building management, and internal teams on deliveries, maintenance, office access, and workplace logistics.
Coordinate employee and guest visits, meeting spaces, catering, and other details to create a professional and welcoming office experience.
Coordinate logistics, vendors, setup, and cleanup for team gatherings, leadership meetings, and in-person events in partnership with relevant teams.
Build simple systems and routines to make executive support and office operations more organized and reliable, and assist with administrative projects as needed.

Benefits

Competitive salary with potential annual bonuses and variable pay, depending on skills and experience.
Company equity for all employees.
Medical, dental, and vision insurance, plus company-subsidized short-term disability, long-term disability, and life insurance benefits.
Medical and dependent care flexible spending accounts.
Training and licensing support.
Generous paid time off.
Wellbeing resources and programs, including Headspace, Gympass+, Fetch, Spring Health, SoFi, Perkspot, and Ladder.
Paid parental leave.
No Meeting Wednesdays.
Career-growth opportunities and promotion from within.