Executive Assistant

Role Summary

• Executive Assistant (EA) – Remote | Executive Support, Calendar Management & Operations
• Position Type: Full-Time, Remote
• Working Hours: U.S. Client Business Hours (flexibility required)

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.

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 managing

• Complex calendars
• Travel coordination
• Executive communications

Proficiency with

• Google Workspace
• Microsoft Office
• Strong written and verbal English communication
• Experience scheduling across multiple time zones
• Ability to handle confidential information professionally

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

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.

Responsibilities

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.

Calendar & Executive Scheduling

Manage complex executive calendars across multiple time zones

Requirements

3+ years supporting senior executives or leadership teams

About the Company

Work directly with leadership in a highly visible role.

Operate at the forefront of AI, marketing, and automation.

Gain exposure across content, growth, outreach, events, and operations.

Significant ownership and creative freedom.

Opportunity to build systems that directly impact business growth.

Fully remote work environment.

Additional Information

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (Scheduling or Executive Briefing Exercise)
• Client Interview with Leadership
• Offer & Background Verification
• Apply Now