Executive Assistant
Location: Remote/ USA Aligned with EST time zone business hours (EST)
Company: Zen Media
Zen Media is the first AVOS™ agency — a strategic communications and AI visibility firm helping brands understand, influence, and improve how AI systems perceive them. Zen combines advisory, software, and execution, offering generative search visibility, machine-referenced media strategy, and executive communications for B2B, technology, ecommerce, healthcare, and enterprise organizations. Headquartered in Dallas, Zen powers visibility systems for clients across North America and globally.
We are looking for a high-energy, extremely detail-oriented , and fast-paced Executive Assistant to support one of our key executives on all administrative tasks. .
What You’ll Do
- Proactively manage a high-volume, fast-changing calendar across multiple time zones (ET, PT, and client locations)
- Prioritize meetings, media calls, internal check-ins, and client commitments to maximize executive efficiency
- Anticipate scheduling conflicts and resolve them independently
- Act as the first point of contact for emails, messages, and meeting requests
- Track deadlines related to press releases, pitches, client deliverables, and follow-ups
- Ensure follow-up tasks are completed on time
- Prepare meeting agendas, briefing notes, and background research in advance
- Maintain systems, folders, and workflows to ensure operational efficiency
- Work primarily in Eastern Time (ET) while aligning closely with the Partner’s Pacific Time (Las Vegas) schedule
- Provide early-day coverage to prepare the executive’s agenda before PT business hours begin
- Remain flexible for occasional extended hours during major launches or events
- Handle sensitive client, media, and business information with the highest level of confidentiality
- Exercise sound judgment and professionalism in all interactions
- Act as a trusted partner who enables the executive to focus on strategic PR leadership and client growth
- Coordinate all aspects of the Partner’s speaking engagements, including registration, travel, accommodations, venue logistics, and communication with event organizers/guests.
- Manage travel bookings, itineraries, and potentially expense reporting for the executive.
- Draft, review, and organize reports, summaries, and deliverables for clients or internal use.
What You Bring
- Minimum 2 years of experience in an Executive Assistant, Administrative Assistant, or related support role
- Fluent in written and spoken English, with strong professional communication skills
- Strong problem-solving skills with the ability to think proactively and independently
- Fast action-taker who can prioritize effectively and respond quickly in a dynamic environment
- Solution-oriented mindset, focused on resolving challenges efficiently
- Flexible and adaptable, comfortable working with changing priorities and schedules
- Highly organized and detail-oriented, capable of managing multiple conversations, requests, and tasks simultaneously
What We Value at Zen Media
- Commitment to Excellence: Precision, efficiency, and delivering top-tier work.
- Problem-Solving Orientation: We don’t stop at “no” — we find solutions.
- Innovative Mindset: Always thinking bigger and smarter to drive growth.
- Team-Centric Attitude: “Zero drama” culture built on collaboration and trust.
- Growth Minded: Continuous learning, feedback, and improvement.
- Purpose-Driven: We empower eCommerce and B2B brands to scale through innovation.
What’s Your Next Step?
If you are a highly detail-oriented professional passionate about driving measurable results, we’d love to hear from you. At Zen Media, you’ll collaborate with a dynamic team and contribute to strategic campaigns for leading B2B brands, helping them increase visibility, credibility, and revenue growth.
Still Unsure?
If you'd like to learn more about Zen Media before making your decision, we invite you to check out the links below:
- Visit our website: https://zenmedia.com/
- Follow us on LinkedIn: https://www.linkedin.com/company/wearezenmedia
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