Executive Assistant
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-gr