**Executive Assistant (Operations, Client Coordination \& CRM Management) – Remote \| U.S. Hours****Position Type:** Full\-Time, Remote **Working Hours:** U.S. Business Hours **About the Role** At Pavago, one of our clients is hiring an **Executive Assistant (Operations \& Client Coordination)** to support daily operations, client communication, CRM management, scheduling, and workflow coordination within a fast\-growing automotive business. This is not a basic administrative role. You’ll act as a key operational partner to the founder by helping manage: * client communication * contractor coordination * CRM organization * scheduling and operational workflows * follow\-ups and execution tracking * day\-to\-day operational support This role is ideal for someone who is: * highly organized * proactive * detail\-oriented * execution\-focused * comfortable managing multiple moving parts simultaneously If you thrive in fast\-paced operational environments and enjoy keeping projects, communication, and workflows organized — this role is a strong fit. **What You’ll Own****Client Communication \& Coordination*** Manage inbound client inquiries and prioritize urgent requests * Draft and send professional client updates, summaries, and follow\-ups * Maintain strong communication and responsiveness throughout active projects * Track ongoing conversations and maintain organized communication workflows * Ensure a high\-quality client experience across all touchpoints **Contractor \& Project Coordination*** Coordinate with freelance contractors and vendors on active projects * Track deliverables, deadlines, and project progress * Maintain communication between: * + contractors + clients + leadership * Ensure tasks and timelines remain organized and on schedule * Escalate delays or operational issues proactively **CRM \& Administrative Operations*** Manage and maintain CRM records inside **GoHighLevel (GHL)** * Keep: * + client records + pipelines + workflows + notes + follow\-ups organized and accurate * Support onboarding workflows and operational setup processes * Ensure CRM hygiene and operational consistency across systems **Scheduling \& Executive Support*** Manage calendars, scheduling, and meeting coordination using: * + Google Calendar + Gmail + Google Workspace * Coordinate meetings and operational priorities for leadership * Prepare context, notes, and materials ahead of meetings or calls * Help maintain daily operational alignment and follow\-through **Research \& Reporting Support*** Conduct operational and market research including: * + vendor research + inventory checks + market comparisons + operational data gathering * Organize findings into actionable summaries and reports * Support leadership with operational decision\-making and execution support **What Success Looks Like*** Client communication remains fast, professional, and organized * CRM records and workflows stay clean and accurate * Projects and contractor deliverables stay on track * Scheduling and operational coordination run smoothly * Leadership spends less time chasing follow\-ups and operational details * Daily operations remain organized, responsive, and execution\-focused **What Makes You a Strong Fit*** Highly organized with strong attention to detail * Proactive and ownership\-focused * Strong multitasking and operational coordination ability * Excellent communicator with professional client\-facing skills * Comfortable working independently in a remote environment * Strong follow\-through and execution discipline * Calm under pressure while managing shifting priorities **✅ Must\-Have Requirements****Experience*** 2\+ years of experience supporting: * + founders + executives + operations teams + small business owners * Experience in: * + executive assistance + operations coordination + administrative support + client communication **Technical Skills*** Strong hands\-on experience with: * + **GoHighLevel (GHL)** + Google Workspace + Gmail + Google Calendar + Google Drive + Google Docs * Experience managing CRM workflows and operational tracking systems * Strong organizational and workflow management skills **Communication \& Execution*** Excellent written and verbal English communication skills * Strong attention to detail and operational accuracy * Ability to manage priorities independently without constant oversight * Reliable remote work setup and stable internet connection * **Nice to Have** * Experience in: * + automotive industry operations + client coordination + service\-based businesses * Familiarity with: * + Gamma + Google Slides + PowerPoint + Notebook LM + presentation and research tools * Experience supporting founders in fast\-paced businesses **What a Typical Day Looks Like*** Respond to client inquiries and coordinate follow\-ups * Update and maintain CRM records in GoHighLevel * Coordinate contractors and track active project timelines * Manage scheduling, meetings, and operational calendars * Conduct operational research and organize key information * Support leadership with daily priorities and workflow tracking **In short:** You keep operations organized, communication flowing, and projects moving forward efficiently. **Key Metrics for Success (KPIs)*** Responsiveness and professionalism in client communication * CRM accuracy and organization * Timely follow\-through on tasks and operational requests * Scheduling efficiency and calendar management * Contractor coordination and deadline adherence * Reduction in operational bottlenecks * Leadership satisfaction and operational reliability **Why This Role Stands Out*** High ownership and visibility with leadership * Opportunity to work closely with a founder in a fast\-growing business * Exposure to: * + CRM systems + operations management + workflow coordination + client operations + contractor management * Clear growth path into: * + Operations Manager + Executive Operations Lead + Client Success Manager + Operations Coordinator * Fully remote role with strong long\-term growth potential **Interview Process*** Initial Phone Screen * Video Interview with Recruiter * Client Interview * Offer \& Onboarding **Apply Now** If you: * thrive in fast\-moving operational environments * enjoy organization, communication, and execution * love supporting leadership and coordinating moving parts * want a high\-impact role with strong ownership and visibility this is a strong opportunity to grow within operations and executive support.
Juan García
Indeed · HR
Juan García
Indeed · HR
