Executive Operations Associate (Executive Support, Process Improvement & Business Operations)

Zaxis Inc. is hiring an Executive Operations Associate (Executive Support, Process Improvement & Business Operations) to be the operational backbone of our leadership team. This is not a calendar-and-coffee role. We need a true operator who designs processes, audits them, and makes sure nothing falls through the cracks. You will report to the VP of Operations and take direction from the full executive team, including the CEO. You will be exposed to financials, pricing, and strategic plans, so discretion is non-negotiable. We are a 25-year-old US-based precision manufacturer in Salt Lake City that competes on engineering depth and operational discipline. We need someone who matches that standard.

This is an on-site, full-time, hourly role at $25 to $30 per hour ($52,000 to $62,400 annualized), with a realistic total compensation package of $80,000 to $100,000+ once our 30% target bonus, 10% 401(k) match, 100% employer-paid healthcare, dental, and vision, long-term disability, tuition reimbursement, and PTO are included.

Duties

- Design, document, and audit recurring operational processes (expense reconciliation, vendor onboarding, contract renewals, ISO 9001 records, customer-facing communications) and improve them on a regular cadence.

- Manage complex calendars, travel, and expenses for the executive team. Protect their focus time and surface scheduling conflicts before they become problems.

- Prepare meeting agendas, capture decisions and action items, and follow up until tasks close. Own the loop, don't just take notes.

- Draft, proofread, and edit executive correspondence, board materials, customer letters, and internal communications to a polished, error-free standard.

- Reconcile and analyze data across systems (ERP, accounting, CRM). Flag discrepancies, run monthly audit checks, and produce reports leadership can act on.

- Triage executive inboxes and incoming requests. Route to the right owner, draft holding responses, and escalate only what genuinely needs the executive's attention.

- In order to be considered a serious candidate for this position, you must send us a one-page cover letter describing a process you have designed or audited, along with the measurable result. The subject line of your email should read "First Name Last Name's cover letter for the Zaxis Operations Position." If you used AI to apply or author the cover letter or complete the assessment, please indicate which platform you used and why. Please send your cover letter to View email address on click.appcast.io

- Coordinate cross-functional projects with engineering, sales, operations, and accounting. Keep stakeholders aligned and deliverables on schedule.

- Handle confidential information (personnel, financials, customer pricing, strategic plans) with absolute discretion.

- Support office operations as needed: vendor coordination, supply ordering, visitor logistics, and event planning for company meetings and tradeshows.

- 3 to 7 years of experience as an Executive Assistant, Operations Coordinator, Chief of Staff, or similar role supporting senior leadership in a fast-paced environment.

- Demonstrated process orientation: you have designed or audited at least one recurring business process and can describe the measurable result. A writing sample and process example will be part of the interview.

- Sharp writing: strong grammar, spelling, and the judgment to know when a paragraph needs cutting in half.

- Strong math and data sense: comfortable in Excel building reconciliations, pivot tables, and audit checks. Able to spot a discrepancy in a 200-row report.

- Excellent attention to detail. The kind of person who catches the misnamed file, the duplicate invoice, the calendar conflict no one else noticed.

- Disciplined prioritization across multiple stakeholders. The ability to hold the line on priorities and communicate clearly when something has to wait.

- Fluent in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and comfortable learning new business systems. Experience with an ERP or accounting platform (QuickBooks, NetSuite, Odoo, or similar) is a strong plus.

- A genuine interest in how the business runs: what we build, how we make money, how engineering and sales and operations fit together. We want someone who wants to understand the whole machine, not just their corner of it.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Education:

• Bachelor's (Required)

Location:

• Salt Lake City, UT 84119 (Preferred)

Work Location: In person