Executive Assistant

Executive Assistant

Position Type: Full-Time | Remote

Working Hours: U.S. Business Hours
About the Role

At Pavago , we are hiring for one of our clients seeking a highly organized, proactive, and discreet Executive Assistant to provide dedicated support to two senior leaders. This role is centered around managing executive communications, calendars, administrative operations, and day-to-day coordination, allowing leadership to focus on strategic priorities.

The ideal candidate is an exceptional communicator, thrives in a fast-paced environment, and is comfortable acting as a trusted representative for leadership. Since this role involves handling confidential information and receiving real-time task delegation by phone, professionalism, responsiveness, and discretion are essential.
Responsibilities
Executive Inbox & Communication Management

- Manage executive inboxes using Microsoft Outlook by prioritizing emails, drafting responses, and organizing communications.

- Monitor incoming correspondence to ensure timely responses and follow-ups.

- Draft professional communications on behalf of leadership while maintaining confidentiality.

- Act as the communication liaison between executives, internal teams, clients, and external stakeholders.

Calendar & Meeting Coordination

- Manage complex executive calendars, including scheduling, rescheduling, and confirming meetings across multiple time zones.

- Proactively resolve scheduling conflicts and protect executives' time.

- Coordinate Zoom and Microsoft Teams meetings, including invitations and meeting logistics.

- Ensure leadership is fully prepared for upcoming meetings and commitments.

Executive Support & Task Management

- Remain available by phone throughout the 9:00 AM–5:00 PM CST workday to receive real-time task delegation.

- Accurately capture verbal instructions, convert them into actionable tasks, and ensure timely completion.

- Track priorities, deadlines, and follow-ups without requiring constant supervision.

- Confirm completion of delegated tasks promptly and proactively.

Administrative Operations

- Coordinate domestic and international travel arrangements.

- Prepare meeting agendas, record meeting notes, and track action items.

- Organize files, documentation, and business records.

- Assist with research, reporting, and special projects as assigned.

- Coordinate vendor communications and administrative workflows.

CRM & Operations Support

- Maintain accurate records and activities within Salesforce CRM.

- Track ongoing projects, deadlines, and executive priorities.

- Follow up on outstanding tasks and ensure operational activities continue moving forward.

Client & Stakeholder Coordination

- Communicate professionally with clients, vendors, and external partners via email, phone, and virtual meetings.

- Serve as a trusted point of contact on behalf of leadership.

- Represent the company with professionalism, responsiveness, and discretion.

What Makes You a Perfect Fit

- You are highly organized and naturally stay ahead of deadlines and priorities.

- You communicate confidently and professionally with executives, clients, and stakeholders.

- You thrive in fast-paced environments and can manage multiple responsibilities independently.

- You exercise exceptional discretion when handling sensitive and confidential information.

- You are proactive, responsive, and take ownership of tasks from start to finish.

Required Experience & Skills
Must-Haves

- 3+ years of experience as an Executive Assistant, Administrative Assistant, or similar executive support role.

- Proven experience managing executive inboxes and complex calendars.

- Exceptional written and verbal English communication skills.

- Proven ability to handle confidential and sensitive information with complete discretion.

- Availability to remain reachable by phone throughout 9:00 AM–5:00 PM CST.

- Fast and accurate typing skills