Executive Assistant (Operations & Client Coordination)

Executive Assistant – Operations & Client Coordination | GoHighLevel (GHL) | Remote Position Type: Full-Time, Remote Working Hours: U.S. Business Hours Industry: Automotive About the Role At Pavago, one of our clients is hiring a highly organized and proactive Executive Assistant to serve as the operational right hand to a founder in the automotive industry. This is not a traditional administrative role. You’ll take ownership of client communication, contractor coordination, CRM management, scheduling, research, and day-to-day operational execution. The goal is simple: keep the business organized, keep priorities moving, and make sure nothing falls through the cracks. If you’re experienced with GoHighLevel (GHL), comfortable supporting a founder, and naturally take ownership without constant direction, this role is a strong fit. What You’ll Own Client Communication & Follow-Up - Manage incoming client inquiries and identify urgent priorities - Draft and send professional emails, updates, and summaries - Maintain consistent follow-up with clients - Track outstanding requests through resolution - Ensure clients receive timely, professional communication - Help maintain a smooth and high-quality client experience Contractor & Project Coordination Coordinate freelance contractors across active projects and deals. You’ll: - Track assignments, deadlines, and deliverables - Follow up on outstanding work - Keep stakeholders updated on progress - Identify potential delays early - Ensure tasks are completed without requiring constant founder involvement GoHighLevel (GHL) & CRM Management Take ownership of GoHighLevel and maintain accurate visibility across clients, deals, and workflows. Responsibilities include: - Updating client and deal records - Maintaining pipeline accuracy - Organizing client information during onboarding - Tracking follow-ups and next steps - Keeping CRM data clean and structured - Ensuring active opportunities and tasks remain visible Hands-on GoHighLevel experience is required for this role. Calendar, Email & Daily Execution Manage day-to-day scheduling and coordination using: - Google Calendar - Gmail - Google Docs - Google Drive You’ll: - Schedule and coordinate meetings - Organize daily priorities - Prepare context and materials before calls - Track action items and next steps - Support daily check-ins and execution - Resolve scheduling conflicts proactively Research & Reporting Conduct light operational and market research, including: - Market comparisons - Inventory checks - Data gathering - Competitor or business research Turn findings into clear, structured summaries that help leadership make faster decisions. What Success Looks Like - Clients receive fast and professional responses - No important follow-ups or tasks are missed - GoHighLevel remains clean, accurate, and organized - Contractors meet deadlines and stay aligned - Meetings and priorities are coordinated efficiently - Leadership has clear visibility into active work - The founder spends less time managing routine execution What Makes You a Strong Fit You are: - Highly organized and detail-oriented - Proactive rather than instruction-dependent - Comfortable juggling multiple priorities - Strong at following through and closing loops - Professional and confident in client communication - Reliable and responsive during U.S. business hours - Calm when priorities change quickly - Comfortable working directly with a founder - Able to operate independently with minimal supervision Required Experience & Skills Must-Have Experience - 2+ years of experience supporting a: - Founder - Executive - Small business owner - Experience managing client communication and follow-ups - Experience coordinating multiple operational workflows - Strong hands-on GoHighLevel (GHL) experience — non-negotiable Tools & Skills Proficiency with: - GoHighLevel (GHL) - Gmail - Google Calendar - Google Docs - Google Drive Additionally: - Excellent written and verbal English - Strong calendar and scheduling skills - Excellent organization and attention to detail - Ability to manage shifting priorities - Ability to work independently in a remote environment - Reliable high-speed internet and professional remote workspace Nice to Have Experience with: - Gamma - Google Slides - PowerPoint - NotebookLM or similar research tools - Startup or entrepreneurial environments - Automotive businesses - Operations-heavy companies - Contractor or freelancer coordination What a Typical Day Looks Like You might: - Review client messages and prioritize urgent requests - Respond to emails and manage follow-ups - Check contractor progress and outstanding deliverables - Update GoHighLevel pipelines and client records - Coordinate meetings and manage the founder’s calendar - Prepare information and context for upcoming calls - Conduct market, inventory, or competitor research - Organize findings and operational updates - Track action items through completion In short: You keep communication clear, systems organized, contractors aligned, and daily operations moving so the founder can stay focused on growing the business. Key Metrics for Success - Client response time and communication quality - GoHighLevel CRM accuracy - Follow-up completion rate - On-time task and project completion - Contractor coordination and accountability - Scheduling accuracy and efficiency - Operational organization - Reduction in routine founder involvement Why This Role Stands Out - Work directly with a founder - High ownership over daily business operations - Direct exposure to client and operational workflows - Opportunity to become a trusted operational partner - Hands-on experience with GoHighLevel and modern business systems - Fully remote working environment - Potential growth into: - Senior Executive Assistant - Operations Coordinator - Operations Manager - Chief of Staff Interview Process - Initial Phone Screen - Spark Hire Intro Video - Video Interview with Pavago Recruiter - Client Interview - Offer & Onboarding Apply Now If you: - Have strong hands-on GoHighLevel experience - Have supported founders or executives - Take ownership without needing constant direction - Are excellent at client communication and follow-through - Thrive in fast-paced, operations-heavy environments We’d love to hear from you. Apply now and become the operational backbone behind a growing automotive business. #ExecutiveAssistant #GoHighLevel #GHL #ExecutiveSupport #Operations #ClientCoordination #RemoteJobs #VirtualAssistant #FounderSupport #OperationsCoordinator #AutomotiveJobs