Senior Executive Assistant to the Chief Design Officer

📍 Job Overview

Job Title: Senior Executive Assistant to the Chief Design Officer Company: Zillow Location: Remote-USA Job Type: FULL_TIME Category: Operations Support / Executive Operations Date Posted: 2025-12-10 Experience Level: 10+ years Remote Status: Remote Solely

🚀 Role Summary

• Provides high-level executive support to the Chief Design Officer (CDO) and the Design organization, ensuring operational excellence and clear communication within a fast-paced environment.
• Manages complex calendars, sophisticated travel logistics, and event planning to optimize executive time and facilitate key organizational rhythms.
• Acts as a critical liaison across Design leadership and cross-functional partners, streamlining workflows and ensuring timely information flow for strategic initiatives.
• Leads, mentors, and guides other Administrative/Executive Assistants within the Design organization, fostering a cohesive team environment and promoting shared best practices for administrative operations.

📝 Enhancement Note: This role extends beyond traditional executive assistance, incorporating Chief of Staff-like responsibilities within the Design organization. The emphasis on "operationalizing the CDO's vision," "streamlining processes," and "strengthening communication" indicates a need for strategic thinking and proactive problem-solving, aligning it closely with operational efficiency goals crucial in Revenue Operations and Sales Operations contexts.

📈 Primary Responsibilities

• Deliver exceptional executive support with utmost discretion and professionalism, serving as a key representative for the CDO and Zillow Design internally and externally.
• Masterfully manage dynamic and complex executive calendars, strategically prioritizing engagements to align with overarching organizational and design leadership priorities.
• Orchestrate sophisticated travel arrangements, comprehensive event planning, and seamless operational workflows for critical executive meetings, all-hands sessions, performance reviews, and departmental off-sites.
• Proactively support the CDO and the broader Design organization by meticulously tracking key deliverables, ensuring timely follow-ups on critical priorities, identifying potential bottlenecks, and facilitating informed decision-making to maintain smooth business operations.
• Serve as a central point of communication and coordination across Design leadership and key cross-functional partners, particularly for crucial events and organization-wide meetings, ensuring clarity and efficient information dissemination.
• Drive the operationalization of organization-wide goals and strategic initiatives by developing, refining, and implementing processes that significantly enhance communication, boost efficiency, and improve execution within the Design department.
• Expertly prepare, edit, and organize executive communications, compelling presentations, detailed reports, and essential meeting materials, maintaining a high standard of polish, accuracy, and strategic alignment.
• Take a leading role in mentoring, guiding, and developing other Administrative/Executive Assistants within the Design organization, fostering a collaborative team spirit, ensuring consistency in service delivery, and establishing shared best practices.
• Spearhead special projects and strategic initiatives from inception through successful completion, often requiring extensive cross-functional coordination, proactive problem-solving, and strategic execution.
• Oversee and manage key administrative operations, including meticulous expense reporting, efficient procurement processes, organized documentation management, detailed resource tracking, and overall departmental logistics.
• Cultivate and maintain a consistently proactive and anticipatory approach to identifying and addressing upcoming needs, potential risks, or opportunities for process and operational improvement.
• Be available to travel up to 25% annually to support in-person events, strategic meetings, or team off-sites as required.

📝 Enhancement Note: The responsibilities highlight a strong focus on process refinement and operational efficiency, particularly in areas like "developing and refining processes that enhance communication, efficiency, and execution." This suggests the ideal candidate will have demonstrable experience in workflow optimization and driving operational improvements, skills highly valued in operations roles.

🎓 Skills & Qualifications

Education: Bachelor’s degree preferred. Experience: Minimum of 10 years of experience supporting C-level executives; experience with Design/Product leaders is a significant plus.

Required Skills:

• Demonstrated exceptional professionalism, diplomacy, and sound judgment, with a proven ability to handle highly confidential information with the utmost integrity.
• Superior communication, relationship-building, and influencing skills, effective across diverse functions and organizational levels.
• Proven track record of anticipating executive needs, thinking strategically, adeptly managing shifting priorities, and operating with a high degree of autonomy.
• Demonstrated success in improving existing workflows, designing robust new processes, and effectively solving complex operational challenges.
• Exceptional organizational abilities, meticulous attention to detail, and a strong capacity for managing multiple competing priorities simultaneously.
• Proficiency in core productivity and collaboration tools including Microsoft Office Suite, Google Workspace, Zoom, Slack, and Mac OS.
• Familiarity and expertise with modern collaboration and project management tools.

Preferred Skills:

• Experience specifically supporting executives within a Design, Product, or Technology organization.
• A proactive and "can-do" attitude with a strong bias for action and problem-solving.
• Experience in leading or mentoring junior administrative staff.
• A keen understanding of the real estate technology industry or similar fast-paced tech environments.

📝 Enhancement Note: The requirement for "proven success improving workflows, designing processes, and solving operational challenges" directly aligns with core competencies sought in operations professionals. Candidates should be prepared to articulate specific examples of process optimization and problem resolution from their past roles.

📊 Process & Systems Portfolio Requirements

Portfolio Essentials:

• Candidates are encouraged to showcase examples of process improvements they have implemented, demonstrating tangible efficiency gains or problem resolution within an executive support context.
• Highlight any experience in streamlining operational workflows, such as calendar management automation, travel booking optimization, or meeting coordination enhancements, with quantifiable results where possible.
• Demonstrate familiarity with managing and organizing executive-level documentation, presentations, and communication materials, emphasizing accuracy and strategic alignment.
• Showcase instances where proactive problem-solving and anticipatory support prevented potential operational disruptions or improved executive effectiveness.

Process Documentation:

• Illustrate your approach to documenting and refining administrative processes to ensure consistency and scalability, particularly for tasks involving executive support and cross-functional coordination.
• Provide examples of how you have implemented or adapted processes to improve communication flow and efficiency within a team or department.
• Describe your methods for tracking and measuring the effectiveness of implemented processes or workflow improvements to ensure ongoing optimization.

📝 Enhancement Note: While a formal "portfolio" might not be strictly required for this EA role, the emphasis on process improvement and problem-solving suggests candidates should be ready to discuss their methodologies. Preparing specific examples of how they've optimized workflows, managed complex projects, or improved communication channels will be crucial for demonstrating their operational aptitude.

💵 Compensation & Benefits

Salary Range:

• California, Connecticut, Maryland, Massachusetts, New Jersey, New York, Washington state, and Washington D.C.: $109,000 - $174,000 annually.
• Colorado, Hawaii, Illinois, Minnesota, Nevada, Ohio, Rhode Island, and Vermont: $103,500 - $165,300 annually.

Benefits:

• Equity Awards: Eligible for potential equity awards based on factors such as experience, performance, and location.
• Competitive Base Salary: A strong base salary within the specified regional ranges.
• Health and Wellness: Comprehensive benefits package (details typically include medical, dental, vision coverage).
• Retirement Savings: Opportunities for retirement savings plans (e.g., 401(k)).
• Paid Time Off: Generous paid time off, holidays, and sick leave.
• Professional Development: Opportunities for continued learning and growth.

Working Hours: Typically 40 hours per week, with potential for occasional flexibility required to meet executive needs and project deadlines.

📝 Enhancement Note: The salary ranges provided are specific to certain US states, reflecting Zillow's effort to align compensation with local market conditions and cost of living. Candidates outside these listed states should expect compensation to be adjusted accordingly, though a base salary threshold for exempt employees in their state of residence will be met. The inclusion of equity awards suggests a performance-driven compensation structure.

🎯 Team & Company Context

🏢 Company Culture

Industry: Real Estate Technology (PropTech), E-commerce, Online Marketplace. Zillow operates at the intersection of technology and real estate, aiming to simplify the process of buying, selling, financing, and renting homes. Company Size: Large enterprise (implied by extensive job descriptions, multiple location pay bands, and public recognition). Zillow Group is a well-established, publicly traded company with a significant employee base. Founded: 2004. Zillow has a history of innovation and growth, establishing itself as a leader in the online real estate market.

Team Structure:

• The role directly supports the Chief Design Officer (CDO), indicating a high-level position within the Design organization, which likely comprises various design disciplines (UX/UI, product design, visual design, research, etc.).
• The Senior EA will act as a liaison across Design leadership and cross-functional partners, suggesting frequent interaction with other C-suite executives, VPs, and Directors in Product, Engineering, Marketing, and Operations.
• This position also involves leading and mentoring a team of Design Assistants, implying a hierarchical structure within the administrative support function of the Design organization.

Methodology:

• Data-Driven Decision Making: Zillow emphasizes using data to inform decisions, which translates to an expectation for clear reporting, metrics, and analytical approaches even in administrative functions.
• Customer-Centricity: The company's mission to help people move implies a focus on user experience and customer satisfaction, which can extend to internal operations and how teams support each other.
• Innovation and Agility: As a tech company, Zillow likely fosters a culture of continuous improvement, adaptation, and embracing new technologies and methodologies to stay competitive.
• Collaboration: The description highlights cross-functional collaboration as a key aspect of the role, indicating a team-oriented environment where open communication and shared goals are valued.

Company Website: https://www.zillow.com/

📝 Enhancement Note: Zillow's industry and scale mean that operations within the Design team are likely complex and require robust processes. The Senior EA's role in "operationalizing the CDO's vision" suggests they will be instrumental in translating high-level strategy into actionable plans and ensuring smooth execution across the department.

📈 Career & Growth Analysis

Operations Career Level: This role is positioned at a senior, strategic level within administrative operations, often referred to as an Executive Operations Partner or Senior Executive Assistant. It goes beyond basic administrative tasks to encompass strategic support, project management, and team leadership, making it a crucial operational role supporting critical business functions.

Reporting Structure: The Senior Executive Assistant will report directly to the Chief Design Officer (CDO). They will also be responsible for leading and mentoring other Administrative/Executive Assistants within the Design organization, indicating a direct management or lead responsibility.

Operations Impact: The Senior EA has a significant impact on the operational efficiency and effectiveness of the entire Design organization. By managing the CDO's time, streamlining processes, and facilitating communication, they directly contribute to the Design team's ability to execute its strategy, innovate, and deliver high-quality work. Their role helps ensure that strategic initiatives are well-orchestrated, resources are managed effectively, and key decisions are made with timely and accurate information, all of which are critical for driving business outcomes.

Growth Opportunities:

• Leadership Development: The mentorship and leadership aspect of the role provides a direct path to developing people management skills, potentially leading to formal management roles in operations or administration.
• Strategic Operations Specialization: Experience in operationalizing initiatives, refining processes, and supporting C-suite strategy can pave the way for transitioning into more specialized operations roles, such as a Chief of Staff, Operations Manager, or Program Manager within a tech or design-focused organization.
• Cross-Functional Expertise: Acting as a liaison and supporting strategic projects will build broad exposure to various business functions, enhancing the candidate's ability to move into roles requiring a holistic understanding of business operations.
• Industry Acumen: Deepening knowledge within the real estate technology sector can open doors to similar senior operational roles within other PropTech companies or related industries.

📝 Enhancement Note: This role offers a unique blend of executive support and operational leadership. For individuals aspiring to move into broader operations management or Chief of Staff roles, the experience gained in process improvement, strategic initiative support, and team leadership will be invaluable.

🌐 Work Environment

Office Type: This is a fully remote position, meaning there is no permanent corporate office workplace. Employees work from a physical location of their choice within the United States. Office Location(s): Remote within the United States. Specific states mentioned for salary bands include CA, CT, MD, MA, NJ, NY, WA, DC, CO, HI, IL, MN, NV, OH, RI, and VT, but employees can reside in any of the 50 US states with limited exceptions.

Workspace Context:

• Autonomy and Flexibility: The remote nature of the role offers significant autonomy in managing one's workspace and schedule, provided it meets the demands of supporting a C-level executive and their team.
• Digital Collaboration: The primary workspace will be digital, relying heavily on collaboration tools like Zoom, Slack, and Google Workspace for communication, meetings, and project management.
• Proactive Engagement: While remote, the role requires active engagement, proactive communication, and a strong sense of initiative to stay connected with the team and ensure seamless operations despite physical distance.

Work Schedule: Typically 40 hours per week. However, the demands of supporting a Chief Design Officer may necessitate flexibility to accommodate urgent requests, executive travel, or critical project deadlines, which is common in senior executive support roles.

📝 Enhancement Note: The completely remote nature of this role requires a high degree of self-discipline, excellent asynchronous communication skills, and the ability to maintain strong working relationships and operational oversight without in-person proximity. Candidates must be comfortable managing their own work environment and ensuring reliable technology infrastructure.

📄 Application & Portfolio Review Process

Interview Process:

• Initial Screening: A review of your resume and application to assess experience against the minimum requirements. Candidates with extensive C-level support experience and demonstrated process improvement skills will be prioritized.
• Hiring Manager Interview: A discussion with the hiring manager (likely the CDO or a senior member of their team) to delve into your experience, working style, problem-solving approach, and understanding of operational support within a design context. Be prepared to discuss how you anticipate needs and manage complex priorities.
• Team/Peer Interviews: Meetings with other EAs, Design leadership, or cross-functional partners to assess collaboration style, communication skills, and cultural fit within the Design organization and Zillow.
• Case Study/Scenario-Based Assessment: You may be asked to complete a task or present a case study demonstrating your ability to handle complex scheduling, plan an event, resolve an operational challenge, or draft executive communications. This is where your process improvement examples will be key.
• Final Interview: Potentially with a higher-level executive or HR representative to finalize the decision.

Portfolio Review Tips:

• Focus on Process Improvement: While not a traditional design portfolio, curate examples showcasing your ability to design, refine, and implement administrative processes. This could include workflow diagrams you created, SOPs you developed, or case studies of how you optimized a particular administrative function.
• Quantify Impact: Wherever possible, quantify the results of your process improvements. For example, "Reduced meeting scheduling time by X hours per week," or "Streamlined expense reporting, leading to Y% faster reimbursement."
• Showcase Problem-Solving: Present specific challenges you encountered and how you proactively solved them. Highlight instances where your foresight prevented issues or improved outcomes.
• Demonstrate Strategic Thinking: Explain how your administrative support enabled executives to focus on strategic priorities. Articulate how you aligned your tasks with broader organizational goals.
• Highlight Leadership/Mentorship: If you have experience leading or mentoring others, prepare examples of how you've guided junior EAs, improved team cohesion, or established best practices.

Challenge Preparation:

• Scenario-Based Questions: Practice responding to hypothetical situations related to managing conflicting executive priorities, handling sensitive information, organizing large-scale events, or resolving cross-functional communication breakdowns.
• Process Design Exercise: Be ready to outline how you would approach designing or improving a process, such as onboarding a new executive, managing departmental budget requests, or coordinating a major product launch review.
• Communication Simulation: Prepare to draft an executive-level email or talking points for a specific scenario, demonstrating your ability to communicate clearly, concisely, and professionally.

📝 Enhancement Note: The emphasis on "operational excellence," "streamlining processes," and "identifying bottlenecks" means that interviewers will be looking for evidence of proactive problem-solving and a strategic mindset, not just task execution. Candidates should prepare to articulate their contributions in terms of business impact and operational efficiency.

🛠 Tools & Technology Stack

Primary Tools:

• Microsoft Office Suite: In-depth proficiency with Outlook (calendar management, email), Word (document creation, editing), PowerPoint (presentation design, executive decks), and Excel (data organization, basic analysis).
• Google Workspace: Strong command of Gmail, Google Calendar, Google Docs, Sheets, and Slides for collaboration and productivity.
• Zoom: Expert usage for scheduling, hosting, and managing virtual meetings.
• Slack: Proficient in using for real-time communication, team coordination, and information sharing.
• Mac OS: Comfortable working within the Apple operating system environment.

Analytics & Reporting:

• While not a primary analytics role, familiarity with data visualization tools or reporting dashboards (e.g., for expense tracking, project status) may be beneficial.
• Ability to gather and organize information for reports and presentations.

CRM & Automation:

• Familiarity with CRM systems (like Salesforce, though not explicitly mentioned) could be advantageous for understanding cross-functional interactions, but not a core requirement.
• Experience with or openness to learning automation tools for scheduling, travel booking, or workflow management.
• Understanding of how to use integration platforms to connect various tools for seamless data flow.

📝 Enhancement Note: The specified tools (Microsoft Office, Google Workspace, Zoom, Slack, Mac OS) are standard for modern executive support. The "modern collaboration tools" and "automation features" mentioned in the prompt suggest that candidates who can demonstrate experience with or a quick learning curve for emerging productivity and workflow automation technologies will stand out.

👥 Team Culture & Values

Operations Values:

• Proactive & Anticipatory: A core value expected in operations is the ability to foresee needs and challenges, acting before issues arise to ensure smooth operations.
• Efficiency & Optimization: A drive to find better, faster, and more effective ways to accomplish tasks and manage processes, minimizing waste and maximizing output.
• Data-Driven Approach: Valuing decisions and improvements based on evidence and metrics, even in administrative contexts, to ensure accountability and measurable impact.
• Integrity & Discretion: Upholding the highest standards of confidentiality and trustworthiness, especially when handling sensitive executive information.
• Collaboration & Partnership: Working effectively with others across teams and levels to achieve shared goals and foster a positive, supportive work environment.

Collaboration Style:

• Cross-Functional Integration: Seamlessly working with various departments and stakeholders, acting as a bridge for information and coordination between the Design organization and other business units.
• Process Review Culture: Openness to feedback and collaborative refinement of administrative processes to ensure they meet the evolving needs of the executive and the team.
• Knowledge Sharing: Willingness to share best practices, learnings, and insights with other administrative professionals within the Design team to elevate collective performance.
• Efficiency Experimentation: A mindset open to trying new tools or methods to improve operational efficiency, with a focus on measurable outcomes.

📝 Enhancement Note: The emphasis on "operational excellence," "efficiency," and "anticipating needs" strongly suggests that Zillow values a proactive, results-oriented approach to administrative and operational support. Candidates should align their professional values with these principles, emphasizing their ability to drive improvements and contribute strategically.

⚡ Challenges & Growth Opportunities

Challenges:

• Managing Ambiguity and Shifting Priorities: Thriving in a dynamic, fast-paced environment where executive needs can change rapidly, requiring adaptability and strategic reprioritization.
• Balancing Executive Support with Team Leadership: Effectively dividing time and focus between high-level executive support duties and the responsibilities of mentoring and guiding junior administrative staff.
• Maintaining Operational Rhythm in a Remote Setting: Ensuring seamless communication, coordination, and execution of tasks across a distributed team and with remote executives.
• Influencing Without Direct Authority: Guiding processes and ensuring follow-through on initiatives across teams where direct reporting lines are not present, relying on strong interpersonal and communication skills.

Learning & Development Opportunities:

• Operations Skill Advancement: Gaining hands-on experience in process design, workflow optimization, and project management within a large, reputable tech company.
• Industry Exposure: Deepening understanding of the real estate technology sector, product design cycles, and executive decision-making processes.
• Leadership Mentorship: Developing people management and team leadership skills through direct experience in guiding and developing other administrative professionals.
• Strategic Project Involvement: Contributing to and learning from high-impact strategic initiatives that shape the Design organization's direction and Zillow's overall success.

📝 Enhancement Note: The challenges presented are typical of senior operational and executive support roles. The growth opportunities underscore the potential for career advancement beyond traditional administrative functions, particularly into leadership and specialized operations roles.

💡 Interview Preparation

Strategy Questions:

• "Describe a time you anticipated an executive's need before they expressed it. How did you handle it, and what was the outcome?" - Preparation: Think of specific instances where your proactive support prevented a problem or facilitated a critical task. Focus on the impact.
• "How would you approach streamlining the process for managing the CDO's complex calendar, which involves multiple internal and external stakeholders?" - Preparation: Outline a step-by-step process, mentioning tools, communication strategies, and prioritization methods. Emphasize efficiency and clarity.
• "Imagine the CDO needs to prepare for a critical board presentation in two weeks, but their schedule is already packed. How would you help them manage this?" - Preparation: Focus on time blocking, delegation (if applicable), material preparation, and proactive communication with stakeholders to clear their schedule.
• "How do you ensure effective communication and information flow across a distributed team, especially when supporting executive initiatives?" - Preparation: Discuss your preferred communication tools and strategies for asynchronous and synchronous collaboration, emphasizing clarity, documentation, and follow-up.

Company & Culture Questions:

• "What do you know about Zillow's mission and values, and how do you see your role supporting them?" - Preparation: Research Zillow's mission, values (innovation, customer-centricity, integrity), and recent company news. Connect your operational support to these themes.
• "This role involves leading other assistants. How would you foster a collaborative and high-performing team environment remotely?" - Preparation: Discuss your leadership philosophy, mentorship approach, and strategies for team cohesion and best practice sharing in a remote setting.
• "How do you handle confidential information and maintain executive-level discretion?" - Preparation: Be ready to articulate your understanding of confidentiality and provide examples of how you've managed sensitive data responsibly.

Portfolio Presentation Strategy:

• Process Improvement Case Study: Prepare 1-2 concise case studies detailing a specific operational challenge you identified, the process you designed or improved to address it, and the measurable positive outcome. Use the STAR method (Situation, Task, Action, Result).
• Quantifiable Impact: Be ready to discuss your contributions in terms of efficiency gains, time saved, cost savings, or improved organizational effectiveness. Use numbers and data where possible.
• Strategic Alignment: Articulate how your administrative support enables executives to focus on strategic priorities and drives the overall mission of the department or company.
• Tool Proficiency Showcase: If asked, briefly demonstrate your comfort and expertise with key collaboration tools by explaining how you use them to optimize workflows or communication.

📝 Enhancement Note: Interviewers will assess not only your administrative skills but also your strategic thinking, problem-solving capabilities, and leadership potential. Preparing specific examples using the STAR method and understanding how your role contributes to broader operational goals will be key to success.

📌 Application Steps

To apply for this Senior Executive Assistant position at Zillow:

• Submit your application through the Zillow Group External Careers portal.
• Resume Optimization: Tailor your resume to highlight at least 10 years of experience supporting C-level executives, emphasizing achievements in process improvement, operational efficiency, complex calendar management, travel coordination, event planning, and leadership/mentorship. Use keywords from the job description.
• Portfolio Preparation: Compile specific examples of how you have streamlined workflows, resolved operational challenges, or improved administrative processes. Quantify your achievements whenever possible and be ready to discuss these in detail during interviews.
• Company Research: Thoroughly research Zillow's mission, values, recent news, and the Design organization's role. Understand their commitment to innovation and customer focus, and prepare to articulate how your operational support aligns with these principles.
• Interview Practice: Rehearse responses to common executive assistant and operations-focused interview questions, particularly those concerning strategic support, problem-solving, and managing complex priorities in a remote environment. Practice presenting your process improvement case studies.

⚠️ Important Notice: This enhanced job description includes AI-generated insights and operations industry-standard assumptions. All details should be verified directly with the hiring organization before making application decisions.