Executive Assistant

Executive Assistant - Executive Support, Calendar & Operations

Full-Time | Remote | U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring a highly organized and proactive Executive Assistant (EA) to provide high-level administrative and operational support to senior leadership.

This role goes beyond calendar management. You’ll act as a trusted partner to executives, helping manage schedules, communications, travel, meetings, priorities, and day-to-day operational execution.

If you’re proactive, polished, detail-oriented, and comfortable working in a fast-paced executive environment, this role is a strong fit.

What You’ll Own

Calendar & Executive Support

• Manage complex executive calendars across multiple time zones
• Coordinate meetings, appointments, events, and scheduling priorities
• Resolve conflicts and proactively protect executive time
• Manage changing priorities with urgency and accuracy

Communication & Correspondence

• Manage and prioritize executive inboxes and requests
• Draft and proofread professional emails, memos, and communications
• Liaise with clients, vendors, employees, and external stakeholders
• Handle confidential information with discretion

Meetings & Follow-Up

• Prepare agendas, briefing notes, talking points, and meeting materials
• Coordinate Zoom and other meeting logistics
• Take meeting notes and track action items
• Follow up with stakeholders to ensure deadlines and commitments are met

Travel & Logistics

• Coordinate domestic and international travel
• Book flights, hotels, transportation, and other arrangements
• Prepare detailed itineraries and manage last-minute changes
• Handle expense reports and reimbursements

Projects & Operations

• Track executive priorities, projects, deadlines, and deliverables
• Conduct research and prepare reports or summaries
• Coordinate across teams to keep initiatives moving
• Maintain organized digital files and executive documentation
• Improve administrative workflows and processes where needed

Requirements

• 3+ years of Executive Assistant experience supporting senior executives or leadership teams
• Strong experience managing complex calendars, travel, and executive logistics
• Proficiency with Google Workspace and Microsoft Office
• Excellent written and verbal English communication
• Strong organizational, multitasking, and prioritization skills
• High attention to detail and follow-through
• Ability to anticipate needs and solve problems independently
• Professional handling of confidential information
• Comfortable working during U.S. business hours with flexibility around executive priorities

Nice to Have

• Experience supporting multiple executives
• Startup, professional services, or high-growth company experience
• Familiarity with Slack, Zoom, Notion, Asana, or similar tools
• Project or operations coordination experience

What Success Looks Like

• Executive calendars remain accurate and well optimized
• Scheduling conflicts and administrative delays are minimized
• Meetings are properly prepared and followed up
• Travel runs smoothly, including last-minute changes
• Executive priorities and action items stay on track
• Leadership spends less time on administrative coordination
• Communication remains professional, timely, and organized

Why Join

• Fully remote position
• Direct exposure to senior leadership
• High ownership and visibility across executive operations
• Opportunity to support important business initiatives
• Growth opportunities into Executive Operations, Project Management, Operations Management, or Chief of Staff pathways

Interview Process

• Initial Application Review
• Spark Hire Intro Video
• Pavago Recruiter Interview
• Practical Executive Support Assessment
• Client Interview
• Offer & Onboarding

Apply Now

If you’re an experienced Executive Assistant who excels at organization, communication, calendar management, travel coordination, and executive support, we’d love to hear from you.

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