Executive Assistant

Executive Assistant (EA) – Remote | Executive Support, Calendar Management & Operations Position Type: Full-Time, Remote Working Hours: U.S. Client Business Hours (flexibility required) About the Role At Pavago, one of our clients is hiring a high-performing Executive Assistant (EA) to provide high-level administrative and operational support to senior leadership. This is not a basic admin role. You’ll act as: - A gatekeeper - A trusted operator - A project coordinator - A communication hub Your role is to ensure executives stay focused on high-impact priorities while you manage scheduling, communication, logistics, coordination, and execution behind the scenes. If you’re proactive, detail-oriented, highly organized, and thrive in fast-paced environments, this role is built for you. What You’ll Own Calendar & Executive Scheduling - Manage complex executive calendars across multiple time zones - Coordinate: - Internal meetings - Client calls - Events - Travel schedules - Prioritize requests and resolve scheduling conflicts proactively - Optimize executive time and daily workflows using: - Google Calendar - Microsoft Outlook Executive Communication & Correspondence - Draft, proofread, and send professional emails and memos - Screen inboxes, calls, and requests while escalating priority items appropriately - Act as a liaison between executives, clients, vendors, and internal teams - Maintain clear, professional, and timely communication across stakeholders Meeting Preparation & Follow-Up - Prepare: - Agendas - Briefing notes - Talking points - Meeting materials - Gather and organize background information before meetings - Record notes and action items during meetings - Track follow-ups and ensure deadlines and commitments are completed Travel & Logistics Coordination - Coordinate domestic and international travel arrangements - Book: - Flights - Hotels - Transportation - Build detailed travel itineraries - Handle last-minute travel or scheduling changes efficiently - Process expense reports and reimbursements accurately Project & Operational Support - Track executive priorities, projects, and deliverables - Conduct research and prepare reports, summaries, or presentations - Follow up with departments to ensure tasks remain on track - Support onboarding and offboarding coordination when required Administrative Operations - Maintain organized digital filing systems and documentation - Manage document versions, approvals, and shared files - Handle confidential information with professionalism and discretion - Ensure operational workflows remain organized and efficient What Success Looks Like - Executive calendars run smoothly with minimal conflicts - Meetings, travel, and logistics are coordinated flawlessly - Communication is timely, clear, and professional - Executives stay focused on strategic priorities instead of admin tasks - Follow-ups and deliverables are consistently completed on time - Stakeholders trust your organization, responsiveness, and reliability What Makes You a Strong Fit - Highly organized and detail-oriented - Proactive and able to anticipate needs before issues arise - Strong written and verbal communicator - Comfortable working in fast-paced, high-pressure environments - Able to manage multiple priorities without losing accuracy - Professional, polished, and highly dependable Requirements (Must-Have) Experience - 3+ years supporting senior executives or leadership teams - Experience managing: - Complex calendars - Travel coordination - Executive communications Core Skills - Proficiency with: - Google Workspace - Microsoft Office - Strong written and verbal English communication - Experience scheduling across multiple time zones - Ability to handle confidential information professionally Nice to Have - Experience supporting executives in: - Startups - Agencies - Professional services - High-growth companies - Familiarity with: - Slack - Zoom - Notion - Asana - Experience supporting multiple executives simultaneously - Exposure to operations or project coordination responsibilities What a Typical Day Looks Like - Review executive calendars and prepare briefing notes - Manage inboxes and prioritize urgent communication - Coordinate meetings and prepare agendas/materials - Schedule travel and handle logistics updates - Follow up on ongoing projects and executive priorities - Prepare reports, summaries, or documentation - Organize tasks and prepare next-day schedules In short: you keep executives organized, informed, and operating at maximum efficiency. Key Metrics (KPIs) - Calendar accuracy and reduced scheduling conflicts - Timely follow-up on executive priorities - Executive and stakeholder satisfaction - Accurate travel coordination and expense reporting - Reduced administrative burden for leadership - Responsiveness and communication quality Why This Role Stands Out - High visibility and direct exposure to leadership - Opportunity to become a true operational partner to executives - Fast-paced environment with meaningful ownership - Strong growth path into: - Operations Management - Chief of Staff support - Project Coordination - Executive Operations Interview Process - Initial Phone Screen - Video Interview with Pavago Recruiter - Practical Task (Scheduling or Executive Briefing Exercise) - Client Interview with Leadership - Offer & Background Verification Apply Now If you: - Thrive in high-accountability environments - Enjoy keeping people and operations organized - Anticipate problems before they happen - Take pride in precision, responsiveness, and execution This is a strong opportunity to become the trusted right hand to senior leadership. #LI-AG1