{"id":317568,"url":"https://alion.io/job/pavago-executive-assistant-3","title":"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":76,"open_postings":194,"ghost_share":0,"stale_share":0.959,"repost_share":0,"time_to_fill_p50_days":34,"computed_at":"2026-10-24T06:02:35Z"}},"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":48000,"max_usd":101000,"period":"year","method":null,"sample_n":14242},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Calendar","optional":false},{"name":"Google Workspace","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false},{"name":"Asana","optional":true},{"name":"ClickUp","optional":true},{"name":"Notion","optional":true},{"name":"Slack","optional":true}],"status":"live","first_seen_at":"2026-10-15T23:26:32Z","employer_posted_date":"2026-10-15","last_verified_at":"2026-10-24T18:38:36Z","board_verified":true,"closed_at":null,"days_open":8,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":8},"description":"Executive Assistant (EA)\nExecutive Support | Calendar Management | Travel Coordination | Remote\nPosition Type: Full-Time, Remote\nWorking Hours: U.S. Client Business Hours (Flexibility Required)\nAbout the Role\nAt Pavago, one of our clients is hiring a highly organized and proactive Executive Assistant (EA) to provide strategic administrative and operational support to senior leadership.\nThis is more than a traditional administrative role. You’ll serve as a trusted partner, helping executives stay focused on high-impact priorities by managing calendars, coordinating travel, handling executive communications, preparing meetings, and ensuring projects and follow-ups move forward seamlessly.\nIf you thrive in fast-paced environments, anticipate needs before they arise, and excel at keeping executives organized and productive, this role is an excellent opportunity.\nWhat You’ll Own\nCalendar & Scheduling Management\nManage complex executive calendars across multiple time zones.\nCoordinate meetings, calls, travel, and scheduling priorities.\nResolve scheduling conflicts and optimize executive availability.\nUtilize Google Calendar, Microsoft Outlook, Calendly, and related scheduling tools.\nEnsure executives are fully prepared for upcoming meetings and commitments.\nExecutive Communication & Support\nDraft, proofread, and send professional emails and executive communications.\nManage executive inboxes, prioritizing urgent requests and correspondence.\nScreen calls, messages, and meeting requests.\nServe as a liaison between executives, clients, vendors, and internal stakeholders.\nHandle confidential information with professionalism and discretion.\nMeeting Preparation & Follow-Up\nPrepare meeting agendas, briefing documents, presentations, and talking points.\nGather and organize supporting materials before meetings.\nTake meeting notes, document action items, and track follow-ups.\nEnsure deadlines, priorities, and deliverables remain on schedule.\nTravel & Logistics Coordination\nCoordinate domestic and international travel arrangements.\nBook flights, hotels, transportation, and complete travel itineraries.\nManage last-minute schedule changes and travel adjustments.\nTrack travel expenses and assist with reimbursements.\nEnsure seamless travel logistics for executives.\nProject & Administrative Support\nTrack executive priorities, projects, and ongoing initiatives.\nFollow up with internal teams to ensure deliverables and deadlines are met.\nConduct research and prepare reports, summaries, and briefing materials.\nMaintain organized digital filing systems and documentation.\nSupport operational initiatives and special projects as assigned.\nRequirements\nMust-Have Qualifications\nExperience\n3+ years of Executive Assistant or senior administrative support experience.\nExperience supporting executives in fast-paced business environments.\nProven experience managing complex calendars across multiple time zones.\nExperience coordinating executive travel and logistics.\nTechnical Skills\nProficiency with Google Workspace and Microsoft Office.\nStrong experience using calendar and scheduling tools.\nExcellent written and verbal English communication skills.\nOutstanding organizational, multitasking, and time management abilities.\nAbility to maintain confidentiality and handle sensitive information professionally.\nNice-to-Have\nExperience supporting startups, agencies, consulting firms, or high-growth organizations.\nFamiliarity with Slack, Zoom, Notion, Asana, ClickUp, or similar collaboration platforms.\nExperience supporting multiple executives simultaneously.\nExposure to operations, project coordination, or business support functions.\nWhat Makes You a Strong Fit\nExceptionally organized with outstanding attention to detail.\nProactive and able to anticipate executive needs.\nStrong communicator who builds trust across teams and stakeholders.\nCalm under pressure and adaptable to changing priorities.\nHighly dependable with excellent follow-through.\nComfortable working independently in a remote environment.\nWhat a Typical Day Looks Like\nReview executive calendars and prepare daily briefing notes.\nManage inboxes, scheduling requests, and executive communications.\nCoordinate meetings, agendas, and follow-up actions.\nArrange travel plans and manage logistics.\nTrack project updates and ensure priorities stay on schedule.\nPrepare reports, summaries, and next-day planning materials.\nIn short: You enable executives to operate at peak efficiency by managing schedules, communication, travel, and operational priorities with accuracy and professionalism.\nKey Metrics for Success (KPIs)\nCalendar accuracy and scheduling efficiency.\nTimely communication and follow-up completion.\nExecutive satisfaction with operational support.\nSmooth travel coordination and logistics management.\nReduction in scheduling conflicts and administrative delays.\nAccuracy and organization of executive documentation.\nWhy Join Us?\nFully remote opportunity aligned with U.S. business hours.\nHigh-visibility role supporting senior leadership directly.\nOpportunity to work closely with decision-makers and executives.\nFast-paced, collaborative, and growth-oriented environment.\nExposure to executive operations, strategic initiatives, and business management.\nCareer growth opportunities into Operations, Project Management, Chief of Staff, or Executive Operations roles.\nInterview Process\nInitial Phone Screen\n Spark Hire Intro Video (3-5 minutes)\nPractical Assessment (Executive Briefing Memo or Scheduling Scenario)\nClient Interview\nOffer & Background Verification\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 a proactive Executive Assistant who excels at managing executive priorities, coordinating complex schedules, and keeping operations running smoothly behind the scenes, we’d love to hear from you. Apply today and become a trusted partner to senior leadership in a dynamic remote environment.","description_format":"text","description_chars":6699,"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":"Panama","iso":"PA","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Recruiting & Staffing","Employer of Record & PEO"],"lifecycle":[{"event":"open","at":"2026-09-05T16:17:28Z"}],"visa":[],"liveness":{"score":40,"band":"fade","label":"Fading","p_open":1,"p_active":0.416,"p_room":1,"age_days":8,"expected_fill_days":34,"reasons":["conf:3","stale_co","evergreen","wave","velocity","win:early","comp:brand"],"computed_at":"2026-10-24T06:02:35Z"},"pay":null,"html_url":"https://alion.io/job/pavago-executive-assistant-3","json_url":"https://alion.io/job/pavago-executive-assistant-3.json","meta":{"generated_at":"2026-10-24T22:05:50Z","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":32361,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-25T00:00:00Z"}},"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-executive-assistant-3"},{"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-executive-assistant-3"},{"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-executive-assistant-3"},{"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-executive-assistant-3\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fpavago-executive-assistant-3"}]}