Executive Assistant

Executive Assistant (EA)

Calendar Management, Travel Coordination & Executive Support | Remote | U.S. Hours

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 high-level support to 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 responsible for keeping leadership organized, prepared, and focused on the highest-impact priorities.
You’ll own key areas including:

- Complex calendar management

- Executive inbox and communication

- Domestic and international travel

- Meeting preparation and follow-up

- Project and priority tracking

- Research and administrative execution

If you anticipate needs before being asked, communicate professionally, and know how to bring structure to a busy executive’s day, this role is a strong fit.
What You’ll Own
Calendar & Scheduling Management

Own and optimize complex executive calendars across multiple time zones.
You’ll:

- Coordinate internal and external meetings

- Manage scheduling requests and priorities

- Resolve calendar conflicts proactively

- Protect focus time and high-priority commitments

- Coordinate calls, appointments, and travel around executive priorities

- Handle last-minute scheduling changes

- Ensure executives have the context they need before each commitment

Work confidently with tools such as:

- Google Calendar

- Microsoft Outlook

- Calendly

- Zoom

- Similar scheduling platforms

Executive Inbox & Communication

Help ensure important communication receives the right attention at the right time.
You’ll:

- Manage and organize executive inboxes

- Identify and prioritize urgent or high-value messages

- Draft and proofread professional emails

- Coordinate communication with clients, partners, and internal teams

- Screen meeting requests, calls, and messages

- Follow up on outstanding conversations

- Serve as a professional liaison on behalf of leadership

Meeting Preparation & Follow-Through

Ensure executives enter meetings prepared and leave with clear next steps.
You’ll:

- Prepare agendas and briefing materials

- Compile relevant background information

- Create talking points and meeting notes

- Organize documents before meetings

- Capture decisions and action items

- Assign and track follow-ups

- Ensure commitments and deadlines do not fall through the cracks

Travel & Logistics Coordination

Coordinate seamless domestic and international travel.
Manage:

- Flights

- Hotels

- Ground transportation

- Meeting logistics

- Travel itineraries

You’ll also:

- Compare travel options based on executive preferences and schedules

- Build clear, organized itineraries

- Handle last-minute changes and disruptions

- Coordinate travel around business commitments

- Track expenses and reimbursements

Executive Priorities & Project Support

Help leadership maintain visibility across important initiatives.
You’ll:

- Track executive priorities and deadlines

- Follow up with internal teams on deliverables

- Maintain project and action-item trackers

- Conduct research and prepare concise summaries

- Gather information needed for executive decisions

- Support special projects and operational initiatives

- Escalate delays or risks before they become larger problems

Documentation & Administrative Operations

Maintain organized, reliable systems behind the scenes.
You’ll:

- Organize digital files and documentation

- Maintain executive records and reference materials

- Prepare reports, summaries, and presentations when needed

- Keep administrative workflows structured and current

- Handle sensitive and confidential information with discretion

Required Experience & Skills

- 3+ years of Executive Assistant or senior adminis