Job Description

Executive Assistant (EA) – Remote | Executive Support, Calendar Management & Operations

Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (flexibility required)

About the Role

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

This is not a basic admin role.

You’ll act as:

• A gatekeeper
• A trusted operator
• A project coordinator
• A communication hub

Your role is to ensure executives stay focused on high-impact priorities while you manage scheduling, communication, logistics, coordination, and execution behind the scenes.

If you’re proactive, detail-oriented, highly organized, and thrive in fast-paced environments, this role is built for you.

What You’ll Own

Calendar & Executive Scheduling

• Manage complex executive calendars across multiple time zones
• Coordinate:
• Internal meetings
• Client calls
• Events
• Travel schedules
• Prioritize requests and resolve scheduling conflicts proactively
• Optimize executive time and daily workflows using:
• Google Calendar
• Microsoft Outlook

Executive Communication & Correspondence

• Draft, proofread, and send professional emails and memos
• Screen inboxes, calls, and requests while escalating priority items appropriately
• Act as a liaison between executives, clients, vendors, and internal teams
• Maintain clear, professional, and timely communication across stakeholders

Meeting Preparation & Follow-Up

• Prepare:
• Agendas
• Briefing notes
• Talking points
• Meeting materials
• Gather and organize background information before meetings
• Record notes and action items during meetings
• Track follow-ups and ensure deadlines and commitments are completed

Travel & Logistics Coordination

• Coordinate domestic and international travel arrangements
• Book:
• Flights
• Hotels
• Transportation
• Build detailed travel itineraries
• Handle last-minute travel or scheduling changes efficiently
• Process expense reports and reimbursements accurately

Project & Operational Support

• Track executive priorities, projects, and deliverables
• Conduct research and prepare reports, summaries, or presentations
• Follow up with departments to ensure tasks remain on track
• Support onboarding and offboarding coordination when required

Administrative Operations

• Maintain organized digital filing systems and documentation
• Manage document versions, approvals, and shared files
• Handle confidential information with professionalism and discretion
• Ensure operational workflows remain organized and efficient

What Success Looks Like

• Executive calendars run smoothly with minimal conflicts
• Meetings, travel, and logistics are coordinated flawlessly
• Communication is timely, clear, and professional
• Executives stay focused on strategic priorities instead of admin tasks
• Follow-ups and deliverables are consistently completed on time
• Stakeholders trust your organization, responsiveness, and reliability

What Makes You a Strong Fit

• Highly organized and detail-oriented
• Proactive and able to anticipate needs before issues arise
• Strong written and verbal communicator
• Comfortable working in fast-paced, high-pressure environments
• Able to manage multiple priorities without losing accuracy
• Professional, polished, and highly dependable

Requirements (Must-Have)

Experience

• 3+ years supporting senior executives or leadership teams
• Experience managing:
• Complex calendars
• Travel coordination
• Executive communications

Core Skills

• Proficiency with:
• Google Workspace
• Microsoft Office
• Strong written and verbal English communication
• Experience scheduling across multiple time zones
• Ability to handle confidential information professionally

Nice to Have

• Experience supporting executives in:
• Startups
• Agencies
• Professional services
• High-growth companies
• Familiarity with:
• Slack
• Zoom
• Notion
• Asana
• Experience supporting multiple executives simultaneously
• Exposure to operations or project coordination responsibilities

What a Typical Day Looks Like

• Review executive calendars and prepare briefing notes
• Manage inboxes and prioritize urgent communication
• Coordinate meetings and prepare agendas/materials
• Schedule travel and handle logistics updates
• Follow up on ongoing projects and executive priorities
• Prepare reports, summaries, or documentation
• Organize tasks and prepare next-day schedules

In short: you keep executives organized, informed, and operating at maximum efficiency.

Key Metrics (KPIs)

• Calendar accuracy and reduced scheduling conflicts
• Timely follow-up on executive priorities
• Executive and stakeholder satisfaction
• Accurate travel coordination and expense reporting
• Reduced administrative burden for leadership
• Responsiveness and communication quality

Why This Role Stands Out

• High visibility and direct exposure to leadership
• Opportunity to become a true operational partner to executives
• Fast-paced environment with meaningful ownership
• Strong growth path into:
• Operations Management
• Chief of Staff support
• Project Coordination
• Executive Operations

Interview Process

• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Task (Scheduling or Executive Briefing Exercise)
• Client Interview with Leadership
• Offer & Background Verification

Apply Now

If you:

• Thrive in high-accountability environments
• Enjoy keeping people and operations organized
• Anticipate problems before they happen
• Take pride in precision, responsiveness, and execution

This is a strong opportunity to become the trusted right hand to senior leadership.