Executive Assistant

Executive Assistant (EA)

Executive Support | Calendar Management | Travel Coordination | Remote

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 highly organized and proactive Executive Assistant (EA) to provide strategic administrative and operational support to senior leadership.

This is more than a traditional administrative role. You’ll serve as a trusted partner, helping executives stay focused on high-impact priorities by managing calendars, coordinating travel, handling executive communications, preparing meetings, and ensuring projects and follow-ups move forward seamlessly.

If you thrive in fast-paced environments, anticipate needs before they arise, and excel at keeping executives organized and productive, this role is an excellent opportunity.
What You’ll Own
Calendar & Scheduling Management

- Manage complex executive calendars across multiple time zones.

- Coordinate meetings, calls, travel, and scheduling priorities.

- Resolve scheduling conflicts and optimize executive availability.

- Utilize Google Calendar, Microsoft Outlook, Calendly, and related scheduling tools.

- Ensure executives are fully prepared for upcoming meetings and commitments.

Executive Communication & Support

- Draft, proofread, and send professional emails and executive communications.

- Manage executive inboxes, prioritizing urgent requests and correspondence.

- Screen calls, messages, and meeting requests.

- Serve as a liaison between executives, clients, vendors, and internal stakeholders.

- Handle confidential information with professionalism and discretion.

Meeting Preparation & Follow-Up

- Prepare meeting agendas, briefing documents, presentations, and talking points.

- Gather and organize supporting materials before meetings.

- Take meeting notes, document action items, and track follow-ups.

- Ensure deadlines, priorities, and deliverables remain on schedule.

Travel & Logistics Coordination

- Coordinate domestic and international travel arrangements.

- Book flights, hotels, transportation, and complete travel itineraries.

- Manage last-minute schedule changes and travel adjustments.

- Track travel expenses and assist with reimbursements.

- Ensure seamless travel logistics for executives.

Project & Administrative Support

- Track executive priorities, projects, and ongoing initiatives.

- Follow up with internal teams to ensure deliverables and deadlines are met.

- Conduct research and prepare reports, summaries, and briefing materials.

- Maintain organized digital filing systems and documentation.

- Support operational initiatives and special projects as assigned.

Requirements
Must-Have Qualifications
Experience

- 3+ years of Executive Assistant or senior administrative support experience.

- Experience supporting executives in fast-paced business environments.

- Proven experience managing complex calendars across multiple time zones.

- Experience coordinating executive travel and logistics.

Technical Skills

- Proficiency with Google Workspace and Microsoft Office.

- Strong experience using calendar and scheduling tools.

- Excellent written and verbal English communication skills.

- Outstanding organizational, multitasking, and time management abilities.

- Ability to maintain confidentiality and handle sensitive information professionally.

Nice-to-Have

- Experience supporting startups, agencies, consulting firms, or high-growth organizations.

- Familiarity with Slack, Zoom, Notion, Asana, ClickUp, or similar collaboration platforms.

- Experience supporting multiple executives simultaneously.

- Exposure to operations, project coordination, or business support functions.

What Makes You a Strong Fit

- Exceptionally organized with outstanding attention to detail.

- Proactive and able to anticipate executive needs.

- Strong communicator who builds trust acro