{"id":1128410,"url":"https://alion.io/job/pavago-admin-executive-assistant-11","title":"Admin Executive Assistant","company":{"id":1117,"name":"Pavago","domain":"pavago.co","url":"https://alion.io/company/pavago","size_band":null,"is_staffing_agency":false,"employer_type":"staffing","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":{"grade":"B","score":75,"open_postings":204,"ghost_share":0,"stale_share":0.99,"repost_share":0,"time_to_fill_p50_days":32,"computed_at":"2026-11-08T05:47:12Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":null,"work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":{"label":"US time zones","utc_offset_min":-8,"utc_offset_max":-5},"hiring_geo_confidence":"structured","locations":["Panama"],"countries":["PA"],"hiring_countries":["PA"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":46000,"max_usd":97000,"period":"year","method":null,"sample_n":15479},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Workspace","optional":false},{"name":"Slack","optional":false}],"status":"live","first_seen_at":"2026-11-05T00:00:00Z","employer_posted_date":"2026-11-05","last_verified_at":"2026-11-08T19:32:45Z","board_verified":true,"closed_at":null,"days_open":3,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":3},"description":"Admin Executive Assistant (Operations, Compliance & Executive Support)\nPosition Type: Full-Time, Remote\nWorking Hours: U.S. Business Hours\nAbout the Role\nAt Pavago, one of our clients is hiring an Admin Executive Assistant to support daily operations, executive coordination, compliance documentation, client onboarding, and internal workflow management within a structured IT Asset Disposition (ITAD) environment.\nThis is a highly detail-oriented role where accuracy, organization, and follow-through are essential. You’ll work closely with leadership to ensure documentation remains compliant, operational workflows stay organized, and critical administrative tasks are completed without errors.\nIf you’re someone who naturally spots inconsistencies, enjoys structured work, and takes ownership of operational excellence, this role is an excellent fit.\nWhat You’ll Own\nExecutive & Administrative Support\nManage executive calendars, meetings, and scheduling across multiple priorities.\nCoordinate communication between leadership, clients, and internal teams.\nPrepare meeting agendas, notes, and follow-up action items.\nTrack deadlines, priorities, and outstanding tasks to ensure timely completion.\nHelp optimize executive workflows and protect leadership’s time.\nDocumentation & Compliance\nMaintain organized, audit-ready documentation across company systems.\nSupport compliance-focused operational processes within the ITAD environment.\nEnsure records remain:\nAccurate\nComplete\nProperly organized\nEasily accessible\nMaintain documentation using:\nGoogle Workspace\nSlack\nCRM platforms (Salesforce or similar)\nClient Onboarding & Workflow Coordination\nSupport client onboarding by tracking documentation and required operational steps.\nCoordinate onboarding progress across internal teams.\nMonitor workflow completion and ensure no critical tasks are missed.\nMaintain organized onboarding records and communication.\nOperational Tracking & Quality Control\nMonitor:\nOperational tasks\nClient onboarding progress\nDocumentation updates\nInternal workflows\nReview records for inconsistencies, missing information, and data accuracy.\nValidate names, dates, documents, and operational details before execution.\nHelp identify and resolve potential issues before they impact operations.\nSystems & Records Management\nMaintain organized digital filing systems and operational records.\nEnsure information remains searchable, accurate, and up to date.\nSupport long-term document management and operational consistency.\nMaintain clean CRM records and administrative systems.\nWhat Makes You a Strong Fit\nExtremely detail-oriented with exceptional organizational skills.\nProcess-driven and committed to operational accuracy.\nProactive with strong ownership and follow-through.\nComfortable working independently with minimal supervision.\nStrong written and verbal communication skills.\nProfessional, discreet, and trustworthy when handling confidential information.\nRequired Experience & Skills\nExperience\n3+ years of experience in:\nExecutive Assistant\nAdministrative Assistant\nVirtual Assistant\nOperations Support\nTechnical Skills\nStrong experience using:\nGoogle Workspace\nSlack\nCRM platforms (Salesforce or similar)\nExcellent document management and organizational skills.\nHigh attention to detail and operational accuracy.\nAbility to prioritize multiple responsibilities effectively.\nCommunication\nExcellent written and verbal English communication.\nProfessional email and stakeholder management skills.\nStrong problem-solving and critical-thinking abilities.\nNice-to-Have\nExperience in:\nCompliance-driven industries\nIT Asset Disposition (ITAD)\nOperations-heavy businesses\nExperience supporting founders or executive leadership.\nFamiliarity with:\nAudit preparation\nCompliance workflows\nClient onboarding\nOperations tracking systems\nWhat a Typical Day Looks Like\nCoordinate executive calendars and internal meetings.\nMaintain audit-ready documentation and operational records.\nSupport client onboarding and workflow tracking.\nReview records for missing information and inconsistencies.\nRespond to executive communications and coordinate follow-ups.\nUpdate CRM systems and maintain organized documentation.\nEnsure operational processes remain accurate and compliant.\nIn short: You keep operations organized, documentation compliant, and executive workflows running smoothly while ensuring every operational detail is handled with precision.\nKey Metrics for Success (KPIs)\n100% audit-ready documentation.\nZero critical documentation or operational errors.\nTimely completion of assigned tasks and follow-ups.\nAccurate onboarding and workflow coordination.\nClean and organized CRM and operational records.\nLeadership confidence in operational reliability.\nWhy Join Us?\nWork directly with senior leadership.\nHigh-visibility role with meaningful operational ownership.\nStructured, process-driven work environment.\nOpportunity to strengthen operations and compliance processes.\nCareer growth into:\nExecutive Operations Lead\nOperations Manager\nCompliance Coordinator\nChief of Staff\nInterview Process\nInitial Phone Screen\n Spark Hire Intro Video (3-5 minutes)\nRecruiter Interview\nClient Interview\nOffer & Onboarding\nWhat Happens After You Apply\nRight after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video is the next step that completes your application and can be recorded whenever it’s convenient for you.\nInstead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. This helps the hiring team evaluate your communication style early, making future interviews more meaningful while reducing unnecessary interview rounds.\nDon’t overthink it-you can record your video as many times as you’d like before submitting it. Only your final submission will be reviewed.\nPlease keep an eye on both your inbox and spam folder for your Spark Hire invitation after submitting your application.\nApply Now\nIf you’re highly organized, exceptionally detail-oriented, and enjoy supporting executive operations while maintaining accurate documentation and efficient workflows, we’d love to hear from you. 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