Executive Assistant

Description

Summary: This high-performing Executive Assistant role supports senior leadership by managing scheduling, communication, logistics, coordination, and execution to ensure executives focus on high-impact priorities. Highlights: 1. High visibility and direct exposure to leadership 2. Opportunity to become a true operational partner to executives 3. Fast-paced environment with meaningful ownership **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.