Executive Assistant - Mexico

Executive Assistant – Operations Support | Remote

Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours
About the Role

At Pavago , one of our clients is hiring a highly organized and proactive Executive Assistant – Operations Support to support leadership while keeping day-to-day business operations organized, efficient, and moving forward.

This is more than a traditional administrative role. You’ll serve as an operational backbone for leadership , taking ownership of calendar management, scheduling, follow-ups, onboarding coordination, documentation, internal communication, and workflow organization.

The ideal candidate anticipates needs, follows through without repeated reminders, and creates structure in a fast-moving environment.

If you have experience in executive support, operations coordination, calendar management, onboarding, or administrative operations and are known for making sure nothing falls through the cracks, this role is a strong fit.
What You’ll Own
Executive & Administrative Support

- Manage leadership calendars, scheduling, and meetings

- Coordinate appointments and priorities across U.S. business hours

- Support leadership with day-to-day administrative and operational requests

- Prepare meeting information, reminders, and follow-ups

- Track leadership commitments and outstanding action items

- Anticipate scheduling conflicts and operational needs before they become issues

- Help leadership stay focused on the highest-priority work

Operations & Workflow Coordination

- Track ongoing:

- Tasks

- Requests

- Deadlines

- Follow-ups

- Operational workflows

- Coordinate across internal teams to keep work moving

- Proactively follow up on outstanding action items

- Maintain visibility into active priorities and next steps

- Identify bottlenecks, inconsistencies, and missed details

- Escalate issues when they could create operational delays

- Support process improvements that make workflows more efficient

Onboarding Support

- Coordinate onboarding workflows and required next steps

- Track onboarding progress and outstanding items

- Communicate with relevant teams, clients, and stakeholders

- Maintain accurate onboarding records and documentation

- Follow up on missing information or incomplete steps

- Ensure onboarding activities remain organized and on schedule

- Help create a smooth and professional onboarding experience

Documentation & Systems Management

- Maintain clean and accurate records across company systems

- Organize digital files, shared folders, and internal documentation

- Keep information structured, accessible, and up to date

- Maintain operational trackers and administrative records

- Work regularly within:

- Google Workspace

- Slack

- CRM systems

- Online collaboration and operational tools

- Support the creation and maintenance of SOPs and process documentation when needed

Communication & Follow-Through

- Coordinate communication between:

- Leadership

- Internal teams

- Clients

- Other stakeholders

- Draft clear and professional emails and updates

- Track commitments and ensure follow-ups happen on time

- Maintain strong visibility into outstanding tasks and priorities

- Ensure relevant stakeholders receive timely updates

- Close communication gaps before they slow down execution

Requirements

-
3+ years of experience as an:

- Executive Assistant

- Administrative Assistant

- Operations Coordinator

- Virtual Assistant

- Similar executive or operations support professional

- Experience directly supporting executives, leadership teams, or operational workflows

- Strong calendar and scheduling management experience

- Excellent written and verbal English communication skills

- Strong documentation and administrative coordination skills

- Proficiency with:

- Google Workspace

- Slack

- CRM systems

- Online collaboration tools

- Excellent time management and prioritization skills

- Strong attention to d