Job Description
Admin Executive Assistant (Operations, Compliance & ITAD Support)
Job Type: Full-Time, Remote
Working Hours: U.S. Business Hours
About the Role
At Pavago, one of our clients is hiring a highly organized and detail-oriented Admin Executive Assistant to support operations, compliance workflows, client onboarding, and executive coordination within an IT Asset Disposition (ITAD) environment.
This is more than a traditional administrative support role. You’ll serve as a critical operational partner, helping ensure workflows remain organized, compliant, accurate, and fully documented.
You will support:
- Executive coordination
- Compliance documentation
- Client onboarding
- Workflow tracking
- Records management
- Operational communication
This role is ideal for someone who thrives in structured environments, notices inconsistencies quickly, and takes ownership of tasks from start to finish.
Key Responsibilities
Administrative Coordination & Scheduling
- Manage executive calendars, scheduling, and meeting logistics.
- Coordinate communication between:
- Leadership
- Clients
- Operations teams
- Vendors
- Anticipate operational needs and help protect leadership bandwidth.
- Ensure tasks, deadlines, and follow-ups are completed on time.
Documentation & Compliance Support
- Maintain organized, audit-ready documentation.
- Support compliance-sensitive workflows within ITAD operations.
- Ensure records remain:
- Accurate
- Complete
- Properly documented
- Securely stored
- Work within:
- Google Workspace
- Slack
- Salesforce or similar CRM platforms
- Operational tracking systems
- Maintain consistency across all documentation and records.
Operational Tracking & Quality Control
- Track:
- Client onboarding progress
- Operational workflows
- Internal updates
- Documentation changes
- Review records for inconsistencies involving:
- Dates
- Names
- Schedules
- Onboarding information
- Documentation accuracy
- Validate information before execution to minimize operational risk.
- Support quality control initiatives through proactive review and follow-up.
Systems & Records Management
- Maintain organized systems and documentation across operational platforms.
- Keep records:
- Searchable
- Accessible
- Audit-ready
- Improve workflow organization and documentation processes where possible.
- Ensure operational systems remain reliable and scalable.
Requirements
Experience
- 3+ years of experience in:
- Executive Assistant roles
- Administrative Assistant roles
- Operations Support positions
- Virtual Assistant roles
- Compliance-focused administrative environments
Core Skills
- Strong experience with:
- Google Workspace
- Slack
- CRM systems (Salesforce or similar)
- Exceptional organizational and documentation skills.
- Strong written and verbal English communication.
- Ability to work independently with minimal supervision.
- Strong attention to detail and operational follow-through.
- High level of professionalism and confidentiality.
Core Competencies
- Structured and process-driven mindset.
- Strong operational discipline.
- Proactive communication and coordination skills.
- Ability to manage multiple priorities accurately.
- Strong problem-solving and quality-control capabilities.
Preferred Qualifications
- Experience in:
- ITAD environments
- Compliance-heavy industries
- Operations-focused organizations
- Experience supporting:
- Founders
- Executives
- Leadership teams
- Familiarity with:
- Audit preparation
- Compliance workflows
- Client onboarding
- Operational tracking systems
What Makes You Successful
- You are highly detail-oriented and process-driven.
- You identify mistakes and inconsistencies quickly.
- You take ownership and ensure tasks are fully completed.
- You thrive in structured operational environments.
- You remain professional under pressure.
- You proactively solve problems instead of waiting for direction.
Typical Day
- Coordinate schedules and operational workflows.
- Maintain audit-ready documentation and records.
- Track onboarding progress and operational tasks.
- Review systems for missing information or inconsistencies.
- Support leadership communication and follow-ups.
- Maintain organized operational systems and documentation.
- Ensure compliance, accuracy, and workflow completion.
In short: You help keep operations organized, compliant, accurate, and running smoothly every day.
Key Performance Indicators (KPIs)
- 100% audit-ready documentation
- Zero critical operational or documentation errors
- Accurate and timely task completion
- Reduced operational issues through proactive quality control
- Smooth onboarding and workflow coordination
- Leadership confidence in operational execution and reliability
Why Join Us?
- High-trust role with direct exposure to leadership.
- Significant ownership across operations and compliance workflows.
- Opportunity to improve systems and operational processes.
- Structured, process-driven environment.
- Long-term growth opportunities into:
- Operations Manager
- Executive Operations Lead
- Compliance Coordinator
- Administrative Operations Leadership
- Fully remote position with long-term career growth potential.
Interview Process
- Initial Screening
- Recruiter Interview
- Client Interview
- Offer & Onboarding
Apply Now
If you’re highly organized, detail-oriented, and enjoy creating structure, maintaining compliance, and ensuring operational excellence, we’d love to hear from you.
