About ZenPilot

ZenPilot helps agencies build more productive, profitable, and healthy teams by streamlining their operations. Our training and consulting firm has now served over 2700 agencies over the past decade!

We're a close-knit team of 16, split between the US, South America, Europe, and Asia, with 3 simple departments: Growth, Delivery, and Operations.

Our core values, documented as a reflection of the values exemplified by our team, describe the culture we've built and the kind of teammates we're searching for:

→ I am humble + hungry – I strive to be the best in the world in my role and recognize I need to constantly be growing. We’re not a “B’s get degrees” team; it’s cool to nerd out at ZenPilot.

→ I own my stuff – When I tell someone I’ll do it, it’s as good as done. I take responsibility when I mess up and handle criticism with a gracious heart.

→ I celebrate your good work – I actively look for opportunities to make other team members look good and feel good.

→ I have your back – I actively communicate and pitch in when someone needs help without needing to be asked and with no strings attached.

→ I am a systems thinker – I learn from every experience and improve outcomes by defining and refining our process. As a team, we share what we learn and improve our systems to get 1% better each day.

Aside from living out these values, our team has tons of fun together, enjoying hangouts and fun activities every other Friday. It's important to be ambitious and dedicated, but it's also important to enjoy the process!

About This Role:

ZenPilot is looking for a process-driven, detail-oriented Operations Assistant to help us consistently and efficiently produce great work and support with day-to-day business operations. 

This is a full-time, remote position. While you may live anywhere (reached by the Internet), this role requires working ZenPilot standard working hours: 8:30 AM - 5:00 PM EST.

As a team member in this role, you will:

-Work closely and report directly to the Operations Manager and collaborate with different teammates to learn all the internal workings of a fast-growing specialized consulting firm.

-Provide Administrative Support including but not limited to the following:

• Manage calendars and set up meetings
• Manage email, tasks, and messaging channels to ensure prompt, accurate replies
• Prepare reports, meeting notes, and agendas.
• Join meetings and manage follow-up communication.

-Assist with Internal and External Onboarding and Offboarding processes.

-Assist in the development and implementation of processes and procedures.

-Support management with project coordination and scheduling.

-Assist with finance general tasks and manage tech stack.

Qualifications:

• Superb written communication skills;
• Meticulous attention to detail;
• Outstanding organizational and time management skills;
• Persistent positive attitude and poise under pressure;
• A high level of integrity and discretion in handling confidential information and professionalism in dealing with people at all levels;
• A knack for solving problems;
• Proven ability to work independently;
• Experience and a true desire to work remotely;

Tech Stack Expertise:

-Most crucial: ClickUp, Google Workspace, Zoom, Slack, & HubSpot

-Extra credit: QBO, Integromat (Make) & Zapier

How to Apply

This position will be closed as soon as we find the perfect match. So, make sure to read the description carefully and take your time to submit a high-quality application that stands out.

If you apply, ZenPilot will respond promptly and keep you updated throughout the process.

As part of the hiring process, please then expect the process to include:

1 - Filling in the application form here

2 - Being invited to record a short video to introduce yourself

3 - Completing brief test tasks, if short-listed

4 - Attending video interviews where you will have the opportunity to talk more about your previous experience and this role