Executive Assistant

Executive Assistant - Calendar, Travel & Executive Support

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

About the Role

At Pavago, one of our clients is hiring an experienced Executive Assistant (EA) to provide high-level support to senior leadership in a fast-paced environment.

This is more than traditional administrative support. You’ll manage complex calendars, executive communications, travel, meeting preparation, and critical follow-ups - helping leadership stay focused on their highest-priority work.

We’re looking for someone who is proactive, highly organized, discreet, and excellent at anticipating needs before they become problems.

What You’ll Own

Calendar & Executive Support

• Manage complex calendars across multiple time zones
• Coordinate meetings, calls, appointments, and scheduling priorities
• Resolve conflicts and protect executive focus time
• Manage scheduling through Google Calendar, Outlook, Calendly, and similar tools

Inbox & Communication

• Manage and prioritize executive inboxes
• Draft and proofread professional emails and correspondence
• Screen meeting requests, messages, and priorities
• Coordinate communication with clients, teams, and external stakeholders

Meetings & Follow-Through

• Prepare agendas, briefing notes, and meeting materials
• Gather relevant information before executive meetings
• Take notes and track action items
• Follow up with stakeholders to ensure commitments and deadlines are met

Travel & Logistics

• Coordinate domestic and international travel
• Book flights, hotels, transportation, and detailed itineraries
• Handle last-minute travel and scheduling changes
• Support expense tracking and reimbursements

Projects & Administration

• Track executive priorities and ongoing projects
• Conduct research and prepare concise reports or summaries
• Maintain organized digital files and documentation
• Handle sensitive information with professionalism and discretion

What We’re Looking For

• 3+ years of Executive Assistant or senior administrative experience
• Experience directly supporting senior executives
• Strong calendar management across multiple time zones
• Excellent written and spoken English
• Strong proficiency with Google Workspace and Microsoft Office
• Exceptional organization, prioritization, and attention to detail
• Strong follow-through and ability to work independently
• Professional handling of confidential information
• Flexibility to support U.S. client business hours

Nice to Have

• Startup, agency, consulting, or high-growth company experience
• Experience supporting multiple executives
• Familiarity with Slack, Zoom, Notion, Asana, or similar tools
• Operations or project coordination experience

What Success Looks Like

• Executive calendars remain accurate and optimized
• Scheduling conflicts and administrative delays are minimized
• Important emails and follow-ups never get missed
• Meetings are properly prepared and action items are completed
• Travel runs smoothly, including last-minute changes
• Leadership can confidently rely on your organization and execution

Why This Role Stands Out

• Direct exposure to senior leadership and decision-makers
• High ownership and visibility
• Opportunity to develop executive operations experience
• Fully remote environment
• Growth opportunities into Executive Operations, Project Management, Operations Management, or Chief of Staff roles

Interview Process

• Initial Screening
• Spark Hire Intro Video
• Recruiter Interview
• Practical Executive Support / Scheduling Task
• Client Interview
• Offer & Onboarding

Apply Now

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

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