Executive Assistant

Description

Summary: Our client is seeking an Executive Assistant to provide high-level administrative and operational support to senior executives, acting as a gatekeeper, project manager, and trusted partner. Highlights: 1. High-level administrative and operational support to senior executives 2. Acts as a gatekeeper, project manager, and trusted partner 3. Focus on strategic priorities for executives **Job Title:** Executive Assistant (EA) **Position Type:** Full\-Time, Remote **Working Hours:** U.S. client business hours (with flexibility for executive schedules, travel, and urgent needs) **About the Role:** Our client is seeking an Executive Assistant to provide high\-level administrative and operational support to senior executives. This role goes beyond basic admin tasks — the EA acts as a gatekeeper, project manager, and trusted partner, ensuring executives are prepared, informed, and able to focus on strategic priorities. **Responsibilities:** Calendar \& Scheduling: * + Manage complex executive calendars, including internal/external meetings, travel, and events. + Anticipate conflicts, prioritize requests, and optimize time usage. + Schedule across multiple time zones using Outlook or Google Calendar. Communication \& Correspondence: * + Draft, proofread, and send emails or memos on behalf of executives. + Screen calls, messages, and requests, escalating only what requires executive attention. + Serve as a liaison between executives, employees, clients, and partners. Meeting Preparation \& Follow\-Up: * + Prepare agendas, talking points, and briefing documents. + Collect and synthesize background materials ahead of meetings. + Record minutes, track action items, and ensure follow\-up. Travel \& Logistics: * + Coordinate domestic and international travel (flights, hotels, transportation). + Prepare detailed itineraries and handle last\-minute changes. + Process reimbursements and expense reports. Project Support: * + Assist with research, data gathering, and report preparation. + Track progress on executive priorities and initiatives. + Manage confidential information with discretion. Administrative Operations: * + Maintain organized digital filing systems. + Manage document version control and approvals. + Support onboarding or offboarding of senior staff as needed. **What Makes You a Perfect Fit:** * Highly organized, detail\-oriented, and proactive. * Strong communicator with professional polish. * Able to anticipate needs and problem\-solve independently. * Comfortable working in fast\-paced, high\-pressure environments. **Required Experience \& Skills (Minimum):** * 3\+ years of experience supporting senior executives. * Proficiency with Microsoft Office and Google Workspace. * Experience managing complex calendars and travel itineraries. * Excellent written and verbal communication. **Ideal Experience \& Skills:** * Prior experience in high\-growth startups, professional services, or executive\-level support roles. * Familiarity with collaboration tools (Slack, Zoom, Notion, Asana). * Experience handling sensitive or confidential information. * Background supporting multiple executives simultaneously. **What Does a Typical Day Look Like?** An Executive Assistant’s day revolves around keeping the executive organized, informed, and focused. You will: * Begin by reviewing the executive’s calendar and preparing briefing notes for the day. * Screen emails and calls, flagging urgent items and drafting responses where appropriate. * Coordinate meetings and logistics, ensuring agendas, materials, and follow\-ups are clear. * Manage travel plans and expense reports when required. * Track executive priorities, following up with team members to ensure deliverables are met. * Wrap the day by summarizing outstanding items, updating the calendar, and preparing tomorrow’s agenda. In essence: you are the executive’s right hand, ensuring they operate at maximum efficiency and effectiveness. **Key Metrics for Success (KPIs):** * Calendar accuracy and minimized conflicts. * Timely communication and follow\-up on executive priorities. * High satisfaction from executives and stakeholders. * On\-time completion of expense reporting and travel logistics. * Reduced administrative burden on executives (measured by time freed). **Interview Process:** * Initial Phone Screen * Video Interview with Pavago Recruiter * Practical Task (e.g., draft an executive briefing memo or manage a sample scheduling scenario) * Client Interview with Executives * Offer \& Background Verification \#LI\-AG1