{"id":2549155,"url":"https://alion.io/job/pavago-admin-executive-assistant-12","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":192,"ghost_share":0,"stale_share":0.984,"repost_share":0,"time_to_fill_p50_days":30,"computed_at":"2026-10-17T05:46:00Z"}},"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":"inferred","locations":[],"countries":[],"hiring_countries":["BZ"],"hiring_countries_total":1,"salary":null,"salary_estimate":null,"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":"2026-10-14T17:30:04Z","employer_posted_date":"2026-10-14","last_verified_at":"2026-10-17T20:27:03Z","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 & ITAD) - Remote | U.S. Hours\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 executive coordination, operations, compliance workflows, client onboarding, and records management within a structured IT Asset Disposition (ITAD) environment.\nThis is a detail-critical, execution-focused role where accuracy matters. You’ll serve as an operational control layer, ensuring documentation is complete, systems remain organized, follow-ups happen on time, and important details don’t fall through the cracks.\nSmall errors in dates, records, documentation, or communication can create downstream operational and financial risk. We’re therefore looking for someone who is exceptionally organized, disciplined, and comfortable working in process-driven environments.\nIf you naturally catch inconsistencies, maintain organized systems, and follow tasks through to completion, this role is a strong fit.\nWhat You’ll Own\nExecutive & Administrative Support\nManage calendars, scheduling, meetings, and day-to-day administrative coordination.\nSupport leadership with priorities, communication, and follow-ups.\nCoordinate across leadership, clients, and internal teams.\nAnticipate scheduling conflicts and operational needs before they become issues.\nProtect leadership bandwidth by independently handling routine coordination.\nEnsure action items and follow-ups are completed on time.\nCompliance & Documentation Support\nMaintain accurate, organized, and audit-ready documentation.\nSupport compliance-sensitive workflows within ITAD operations.\nVerify that records are complete, accurate, and properly stored.\nMaintain clear documentation trails for operational activities.\nFollow established procedures and compliance requirements consistently.\nAssist with audit preparation and documentation requests when required.\nClient Onboarding & Operational Coordination\nTrack client onboarding from initiation through completion.\nCoordinate required information, documentation, and internal handoffs.\nMaintain visibility into outstanding onboarding items.\nFollow up proactively when information or approvals are missing.\nEnsure onboarding records remain accurate and properly documented.\nCoordinate with internal teams to keep client workflows moving efficiently.\nQuality Control & Operational Tracking\nReview operational information before execution to catch potential errors.\nValidate:\nNames and contact information\nDates and schedules\nRecords and documentation\nNumbers and operational details\nIdentify missing, inconsistent, or conflicting information.\nTrack operational updates, process changes, and outstanding tasks.\nFlag risks or discrepancies before they create downstream problems.\nSystems & Records Management\nMaintain clean and organized information across:\nGoogle Workspace\nSlack\nSalesforce or similar CRM platforms\nKeep records searchable, accessible, consistent, and up to date.\nMaintain structured digital filing and documentation systems.\nEnsure information remains reliable across multiple operational systems.\nSupport long-term documentation accuracy and operational continuity.\nWhat Makes You a Strong Fit\nYou have exceptional attention to detail and notice inconsistencies quickly.\nYou’re highly organized and comfortable working within structured processes.\nYou take ownership rather than waiting for repeated instructions.\nYou follow tasks through until they are completely resolved.\nYou can manage multiple priorities without sacrificing accuracy.\nYou communicate professionally with executives, clients, and internal teams.\nYou’re comfortable handling confidential and compliance-sensitive information.\nYou work effectively with minimal supervision.\nRequired Experience & Skills\n3+ years of experience as an Executive Assistant, Administrative Assistant, Virtual Assistant, Operations Assistant, or similar role.\nStrong experience with Google Workspace.\nExperience using Slack for internal communication and coordination.\nExperience with Salesforce or another CRM platform.\nStrong calendar, scheduling, and administrative coordination experience.\nExcellent written and verbal English communication skills.\nExceptional attention to detail and accuracy.\nStrong organizational and records-management skills.\nAbility to manage multiple workflows and deadlines simultaneously.\nAbility to work independently and solve problems proactively.\nHigh level of professionalism, discretion, and confidentiality.\nAvailability to work aligned with U.S. business hours.\nNice to Have\nExperience in IT Asset Disposition (ITAD) or IT operations.\nExperience working in compliance-heavy or regulated environments.\nFamiliarity with audit preparation and compliance documentation.\nExperience supporting founders, executives, or senior leadership.\nClient onboarding or implementation coordination experience.\nExperience maintaining operational trackers, SOPs, and process documentation.\nWhat a Typical Day Looks Like\nYou may:\nReview leadership calendars and coordinate upcoming meetings.\nFollow up on outstanding tasks and client requests.\nTrack the progress of new client onboarding.\nReview records for incorrect dates, missing information, or inconsistencies.\nMaintain compliance and operational documentation.\nUpdate CRM records and internal tracking systems.\nCoordinate communication between leadership, clients, and internal teams.\nOrganize documents and ensure records remain audit-ready.\nFlag potential operational issues before they escalate.\nIn short: you ensure executive support and operations remain accurate, organized, compliant, and under control.\nKey Metrics for Success\nAudit-ready and consistently organized documentation.\nMinimal operational and documentation errors.\nTasks and follow-ups completed accurately and on time.\nSmooth and organized client onboarding.\nAccurate CRM and operational records.\nReduced issues through proactive quality checks.\nStrong leadership confidence in operational reliability.\nConsistent adherence to established processes and compliance requirements.\nWhy This Role Stands Out\nHigh-trust role working closely with leadership.\nDirect impact on operational accuracy and compliance.\nMore ownership than a traditional administrative position.\nStructured, process-driven working environment.\nExposure to ITAD operations and compliance workflows.\nOpportunity to improve internal organization and operational reliability.\nFully remote position aligned with U.S. business hours.\nGrowth opportunities into Operations Manager, Compliance Coordinator, or Executive Operations Lead roles.\nInterview Process\nInitial Screening\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 completes your application and can be recorded whenever it’s convenient.\nInstead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. 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.\nApply Now\nIf you’re an experienced administrative or executive support professional who catches mistakes others miss, maintains highly organized systems, and takes ownership of operational details, we’d love to hear from you.\nApply today and help keep critical operations, compliance documentation, and executive workflows running accurately and efficiently.","description_format":"text","description_chars":7706,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"English","level":"Upper-Intermediate (B2)","optional":false}]},"benefits":["Growth opportunities"],"hiring_locations":[{"name":"Belize","iso":"BZ","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Recruiting & Staffing","Employer of Record & PEO"],"lifecycle":[{"event":"open","at":"2026-10-14T17:30:04Z"}],"visa":[],"liveness":{"score":70,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.695,"p_room":1,"age_days":2,"expected_fill_days":30,"reasons":["conf:1","stale_co","wave","velocity","win:early","comp:brand"],"computed_at":"2026-10-17T05:46:00Z"},"pay":null,"html_url":"https://alion.io/job/pavago-admin-executive-assistant-12","json_url":"https://alion.io/job/pavago-admin-executive-assistant-12.json","meta":{"generated_at":"2026-10-17T21:24:05Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":6014,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-18T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":1117},"rest":"https://alion.io/mcp/rest/get_company?id=1117"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fpavago-admin-executive-assistant-12"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fpavago-admin-executive-assistant-12"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fpavago-admin-executive-assistant-12"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/pavago-admin-executive-assistant-12\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fpavago-admin-executive-assistant-12"}]}