Executive Assistant

Executive Assistant Position Type: Full-Time | Remote Working Hours: U.S. Business Hours About the Role At Pavago, we are hiring for one of our clients seeking a highly organized, proactive, and discreet Executive Assistant to provide dedicated support to two senior leaders. This role is centered around managing executive communications, calendars, administrative operations, and day-to-day coordination, allowing leadership to focus on strategic priorities. The ideal candidate is an exceptional communicator, thrives in a fast-paced environment, and is comfortable acting as a trusted representative for leadership. Since this role involves handling confidential information and receiving real-time task delegation by phone, professionalism, responsiveness, and discretion are essential. Responsibilities Executive Inbox & Communication Management - Manage executive inboxes using Microsoft Outlook by prioritizing emails, drafting responses, and organizing communications. - Monitor incoming correspondence to ensure timely responses and follow-ups. - Draft professional communications on behalf of leadership while maintaining confidentiality. - Act as the communication liaison between executives, internal teams, clients, and external stakeholders. Calendar & Meeting Coordination - Manage complex executive calendars, including scheduling, rescheduling, and confirming meetings across multiple time zones. - Proactively resolve scheduling conflicts and protect executives' time. - Coordinate Zoom and Microsoft Teams meetings, including invitations and meeting logistics. - Ensure leadership is fully prepared for upcoming meetings and commitments. Executive Support & Task Management - Remain available by phone throughout the 9:00 AM–5:00 PM CST workday to receive real-time task delegation. - Accurately capture verbal instructions, convert them into actionable tasks, and ensure timely completion. - Track priorities, deadlines, and follow-ups without requiring constant supervision. - Confirm completion of delegated tasks promptly and proactively. Administrative Operations - Coordinate domestic and international travel arrangements. - Prepare meeting agendas, record meeting notes, and track action items. - Organize files, documentation, and business records. - Assist with research, reporting, and special projects as assigned. - Coordinate vendor communications and administrative workflows. CRM & Operations Support - Maintain accurate records and activities within Salesforce CRM. - Track ongoing projects, deadlines, and executive priorities. - Follow up on outstanding tasks and ensure operational activities continue moving forward. Client & Stakeholder Coordination - Communicate professionally with clients, vendors, and external partners via email, phone, and virtual meetings. - Serve as a trusted point of contact on behalf of leadership. - Represent the company with professionalism, responsiveness, and discretion. What Makes You a Perfect Fit - You are highly organized and naturally stay ahead of deadlines and priorities. - You communicate confidently and professionally with executives, clients, and stakeholders. - You thrive in fast-paced environments and can manage multiple responsibilities independently. - You exercise exceptional discretion when handling sensitive and confidential information. - You are proactive, responsive, and take ownership of tasks from start to finish. Required Experience & Skills Must-Haves - 3+ years of experience as an Executive Assistant, Administrative Assistant, or similar executive support role. - Proven experience managing executive inboxes and complex calendars. - Exceptional written and verbal English communication skills. - Proven ability to handle confidential and sensitive information with complete discretion. - Availability to remain reachable by phone throughout 9:00 AM–5:00 PM CST. - Fast and accurate typing skills for documenting verbal instructions and real-time task management. - Strong organizational and multitasking abilities with excellent attention to detail. - Experience interacting professionally with clients and external stakeholders. - Proficiency with Microsoft Outlook, Microsoft Office 365, Zoom, Microsoft Teams, and Salesforce CRM. Typical Day - Managing executive inboxes and prioritizing daily communications. - Coordinating calendars, meetings, and scheduling across multiple time zones. - Receiving phone-based task delegation and executing requests promptly. - Updating Salesforce records and tracking ongoing projects. - Preparing meeting agendas, documenting action items, and following up on outstanding tasks. - Coordinating travel arrangements and supporting day-to-day executive operations. Interview Process - Initial screening with Pavago. - Client interview. - Final selection and onboarding. #LI-AG1