Executive Assistant

Executive Assistant (Executive Support & Operations) – Remote

Executive Support | Calendar Management | Travel Coordination | 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 an Executive Assistant (EA) to provide high-level administrative and operational support to senior leadership in a fast-paced, high-accountability environment.

This is far more than a traditional administrative role. You’ll serve as a trusted partner to executives by managing complex calendars, coordinating travel, preparing meetings, handling executive communications, and ensuring priorities move forward efficiently.

The ideal candidate is proactive, resourceful, highly organized, and comfortable working independently while managing multiple priorities with professionalism and discretion.

If you enjoy solving problems, anticipating needs, and helping executives operate at their highest level, this role is an excellent fit.
What You’ll Own
Calendar & Scheduling Management

- Manage complex executive calendars across multiple time zones.

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

- Resolve scheduling conflicts and optimize executive availability.

- Manage calendars using Google Calendar, Microsoft Outlook, Calendly, and similar scheduling tools.

- Ensure executives are fully prepared for upcoming commitments.

Executive Communication & Support

- Draft, proofread, and manage professional executive communications.

- Organize and prioritize executive inboxes.

- Screen meeting requests, emails, and incoming communications.

- Serve as a liaison between executives, clients, partners, and internal teams.

- Handle confidential information with professionalism and discretion.

Meeting Preparation & Follow-Up

- Prepare agendas, briefing documents, reports, and meeting materials.

- Conduct research and gather information for executive meetings.

- Take meeting notes and document action items.

- Track follow-ups and ensure accountability across stakeholders.

- Help leadership stay aligned on priorities and deadlines.

Travel & Logistics Coordination

- Coordinate domestic and international travel arrangements.

- Book flights, hotels, transportation, and itineraries.

- Manage last-minute travel changes and scheduling adjustments.

- Track travel expenses and reimbursement documentation.

- Ensure smooth logistics for executive travel and events.

Project & Administrative Support

- Track executive priorities, projects, and strategic initiatives.

- Follow up with internal teams on deadlines and deliverables.

- Conduct research and prepare reports, summaries, and presentations.

- Maintain organized digital filing systems and documentation.

- Support operational projects and administrative initiatives as needed.

Requirements
Must-Have Qualifications
Experience

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

- Experience supporting executives in fast-paced environments.

- Strong calendar management and scheduling experience across multiple time zones.

Technical Skills

- Proficiency with Google Workspace and Microsoft Office.

- Excellent written and verbal English communication skills.

- Strong organizational, planning, and multitasking abilities.

- Exceptional attention to detail.

- Ability to manage confidential information with professionalism.

Nice-to-Have

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

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

- Experience supporting multiple executives simultaneously.

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

Tools & Platforms

- Google Workspace

- Microsoft Office

- Google Calendar

- Microsoft Outlook

- Calendly

- Slack

- Zoom

- Notion

- Asana

- ClickUp

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