Executive Assistant

Executive Assistant (EA) – Calendar, Travel & Executive Support | 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 high-performing Executive Assistant (EA) to support senior leadership in a fast-paced, high-accountability environment.

This is more than a traditional administrative role. You’ll serve as a trusted executive support partner , helping leadership stay focused on high-impact priorities while ensuring calendars, communication, meetings, travel, follow-ups, and operational details run smoothly behind the scenes.

You’ll take ownership of complex scheduling, executive communication, meeting preparation, travel logistics, and priority tracking while anticipating needs and ensuring important details never fall through the cracks.

If you’re proactive, highly organized, detail-oriented, and comfortable supporting senior executives in a fast-moving environment, this role is a strong fit.
What You’ll Own
Executive Calendar & Scheduling Management

- Manage complex executive calendars across multiple time zones

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

- Resolve calendar conflicts proactively

- Optimize executive schedules to protect time for high-priority work

- Coordinate internal and external meetings efficiently

- Use tools such as:

- Google Calendar

- Microsoft Outlook

- Calendly

- Other scheduling platforms

Executive Communication & Inbox Support

- Draft, proofread, and send professional emails and communications

- Manage executive inboxes and prioritize important requests

- Screen calls, messages, and meeting requests

- Identify urgent matters requiring executive attention

- Maintain professional and timely communication with stakeholders

- Act as a liaison between executives, clients, and internal teams

Meeting Preparation & Follow-Up

- Prepare agendas, briefing notes, talking points, and meeting materials

- Gather and organize relevant information before meetings

- Ensure executives are properly prepared for upcoming conversations

- Take meeting notes and document key decisions

- Track action items, owners, and deadlines

- Follow up with stakeholders to ensure commitments are completed

Travel & Logistics Coordination

- Coordinate domestic and international travel

- Book flights, hotels, transportation, and other arrangements

- Prepare clear and organized travel itineraries

- Coordinate travel schedules with executive calendars

- Manage last-minute changes and scheduling adjustments

- Track travel expenses and support reimbursements

Executive Priorities & Project Support

- Track executive priorities, projects, and ongoing initiatives

- Maintain visibility into deadlines and outstanding deliverables

- Follow up with teams to keep projects moving

- Help executives stay aligned on commitments and next steps

- Conduct research and prepare reports or summaries

- Support operational and administrative projects as needed

Documentation & Administrative Operations

- Maintain organized digital filing systems and documentation

- Prepare and format reports, presentations, and business materials

- Organize executive information for quick access

- Maintain accurate records and documentation

- Handle confidential and sensitive information with professionalism and discretion

Requirements

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

- Experience directly supporting executives in fast-paced environments

- Strong calendar management and scheduling experience across multiple time zones

- Strong experience coordinating meetings and executive priorities

- Proficiency with Google Workspace and Microsoft Office

- Excellent written and verbal English communication

- High attention to detail and organizational ability

- Strong time-management and prioritization skills

- Ability to manag