Executive Assistant (Operations & Client Coordination)

Executive Assistant – Operations & Client Coordination | GoHighLevel (GHL) | Remote

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

At Pavago , one of our clients is hiring a highly organized and proactive Executive Assistant to serve as the operational right hand to a founder in the automotive industry.

This is not a traditional administrative role . You’ll take ownership of client communication, contractor coordination, CRM management, scheduling, research, and day-to-day operational execution.

The goal is simple: keep the business organized, keep priorities moving, and make sure nothing falls through the cracks.

If you’re experienced with GoHighLevel (GHL) , comfortable supporting a founder, and naturally take ownership without constant direction, this role is a strong fit.
What You’ll Own
Client Communication & Follow-Up

- Manage incoming client inquiries and identify urgent priorities

- Draft and send professional emails, updates, and summaries

- Maintain consistent follow-up with clients

- Track outstanding requests through resolution

- Ensure clients receive timely, professional communication

- Help maintain a smooth and high-quality client experience

Contractor & Project Coordination

Coordinate freelance contractors across active projects and deals.
You’ll:

- Track assignments, deadlines, and deliverables

- Follow up on outstanding work

- Keep stakeholders updated on progress

- Identify potential delays early

- Ensure tasks are completed without requiring constant founder involvement

GoHighLevel (GHL) & CRM Management

Take ownership of GoHighLevel and maintain accurate visibility across clients, deals, and workflows.
Responsibilities include:

- Updating client and deal records

- Maintaining pipeline accuracy

- Organizing client information during onboarding

- Tracking follow-ups and next steps

- Keeping CRM data clean and structured

- Ensuring active opportunities and tasks remain visible

Hands-on GoHighLevel experience is required for this role.
Calendar, Email & Daily Execution

Manage day-to-day scheduling and coordination using:

- Google Calendar

- Gmail

- Google Docs

- Google Drive

You’ll:

- Schedule and coordinate meetings

- Organize daily priorities

- Prepare context and materials before calls

- Track action items and next steps

- Support daily check-ins and execution

- Resolve scheduling conflicts proactively

Research & Reporting

Conduct light operational and market research, including:

- Market comparisons

- Inventory checks

- Data gathering

- Competitor or business research

Turn findings into clear, structured summaries that help leadership make faster decisions.
What Success Looks Like

- Clients receive fast and professional responses

- No important follow-ups or tasks are missed

- GoHighLevel remains clean, accurate, and organized

- Contractors meet deadlines and stay aligned

- Meetings and priorities are coordinated efficiently

- Leadership has clear visibility into active work

- The founder spends less time managing routine execution

What Makes You a Strong Fit
You are:

- Highly organized and detail-oriented

- Proactive rather than instruction-dependent

- Comfortable juggling multiple priorities

- Strong at following through and closing loops

- Professional and confident in client communication

- Reliable and responsive during U.S. business hours

- Calm when priorities change quickly

- Comfortable working directly with a founder

- Able to operate independently with minimal supervision

Required Experience & Skills
Must-Have Experience

-
2+ years of experience supporting a:

- Founder

- Executive

- Small business owner

- Experience managing client communication and follow-ups

- Experience coordinating multiple operational workflows

- Strong hands-on GoHighLevel (GHL) experience — non-negotiable

Tools & Skills
Proficiency with:

- GoHighLevel (GHL)

- Gmail

- Google Calendar

- Google Docs

- Google Drive

Additionally:

- Excellent written and verbal English

- Strong calendar and scheduling skills

- Excellent organization and attention to detail

- Ability to manage shifting priorities

- Ability to work independently in a remote environment

- Reliable high-speed internet and professional remote workspace

Nice to Have
Experience with:

- Gamma

- Google Slides

- PowerPoint

- NotebookLM or similar research tools

- Startup or entrepreneurial environments

- Automotive businesses

- Operations-heavy companies

- Contractor or freelancer coordination

What a Typical Day Looks Like
You might:

- Review client messages and prioritize urgent requests

- Respond to emails and manage follow-ups

- Check contractor progress and outstanding deliverables

- Update GoHighLevel pipelines and client records

- Coordinate meetings and manage the founder’s calendar

- Prepare information and context for upcoming calls

- Conduct market, inventory, or competitor research

- Organize findings and operational updates

- Track action items through completion

In short: You keep communication clear, systems organized, contractors aligned, and daily operations moving so the founder can stay focused on growing the business.
Key Metrics for Success

- Client response time and communication quality

- GoHighLevel CRM accuracy

- Follow-up completion rate

- On-time task and project completion

- Contractor coordination and accountability

- Scheduling accuracy and efficiency

- Operational organization

- Reduction in routine founder involvement

Why This Role Stands Out

- Work directly with a founder

- High ownership over daily business operations

- Direct exposure to client and operational workflows

- Opportunity to become a trusted operational partner

- Hands-on experience with GoHighLevel and modern business systems

- Fully remote working environment

- Potential growth into:

- Senior Executive Assistant

- Operations Coordinator

- Operations Manager

- Chief of Staff

Interview Process

- Initial Phone Screen

- Spark Hire Intro Video

- Video Interview with Pavago Recruiter

- Client Interview

- Offer & Onboarding

Apply Now
If you:

- Have strong hands-on GoHighLevel experience

- Have supported founders or executives

- Take ownership without needing constant direction

- Are excellent at client communication and follow-through

- Thrive in fast-paced, operations-heavy environments

We’d love to hear from you.

Apply now and become the operational backbone behind a growing automotive business.

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Originally posted on Himalayas