Job Description

Executive Assistant

Position Type: Full-Time | Remote

Working Hours: U.S. Business Hours

About the Role

At Pavago, we are hiring for one of our clients seeking a highly organized, proactive, and discreet Executive Assistant to provide dedicated support to two senior leaders. This role is centered around managing executive communications, calendars, administrative operations, and day-to-day coordination, allowing leadership to focus on strategic priorities.

The ideal candidate is an exceptional communicator, thrives in a fast-paced environment, and is comfortable acting as a trusted representative for leadership. Since this role involves handling confidential information and receiving real-time task delegation by phone, professionalism, responsiveness, and discretion are essential.

Responsibilities

Executive Inbox & Communication Management

• Manage executive inboxes using Microsoft Outlook by prioritizing emails, drafting responses, and organizing communications.
• Monitor incoming correspondence to ensure timely responses and follow-ups.
• Draft professional communications on behalf of leadership while maintaining confidentiality.
• Act as the communication liaison between executives, internal teams, clients, and external stakeholders.

Calendar & Meeting Coordination

• Manage complex executive calendars, including scheduling, rescheduling, and confirming meetings across multiple time zones.
• Proactively resolve scheduling conflicts and protect executives' time.
• Coordinate Zoom and Microsoft Teams meetings, including invitations and meeting logistics.
• Ensure leadership is fully prepared for upcoming meetings and commitments.

Executive Support & Task Management

• Remain available by phone throughout the 9:00 AM–5:00 PM CST workday to receive real-time task delegation.
• Accurately capture verbal instructions, convert them into actionable tasks, and ensure timely completion.
• Track priorities, deadlines, and follow-ups without requiring constant supervision.
• Confirm completion of delegated tasks promptly and proactively.

Administrative Operations

• Coordinate domestic and international travel arrangements.
• Prepare meeting agendas, record meeting notes, and track action items.
• Organize files, documentation, and business records.
• Assist with research, reporting, and special projects as assigned.
• Coordinate vendor communications and administrative workflows.

CRM & Operations Support

• Maintain accurate records and activities within Salesforce CRM.
• Track ongoing projects, deadlines, and executive priorities.
• Follow up on outstanding tasks and ensure operational activities continue moving forward.

Client & Stakeholder Coordination

• Communicate professionally with clients, vendors, and external partners via email, phone, and virtual meetings.
• Serve as a trusted point of contact on behalf of leadership.
• Represent the company with professionalism, responsiveness, and discretion.

What Makes You a Perfect Fit

• You are highly organized and naturally stay ahead of deadlines and priorities.
• You communicate confidently and professionally with executives, clients, and stakeholders.
• You thrive in fast-paced environments and can manage multiple responsibilities independently.
• You exercise exceptional discretion when handling sensitive and confidential information.
• You are proactive, responsive, and take ownership of tasks from start to finish.

Required Experience & Skills

Must-Haves

• 3+ years of experience as an Executive Assistant, Administrative Assistant, or similar executive support role.
• Proven experience managing executive inboxes and complex calendars.
• Exceptional written and verbal English communication skills.
• Proven ability to handle confidential and sensitive information with complete discretion.
• Availability to remain reachable by phone throughout 9:00 AM–5:00 PM CST.
• Fast and accurate typing skills for documenting verbal instructions and real-time task management.
• Strong organizational and multitasking abilities with excellent attention to detail.
• Experience interacting professionally with clients and external stakeholders.
• Proficiency with Microsoft Outlook, Microsoft Office 365, Zoom, Microsoft Teams, and Salesforce CRM.

Typical Day

• Managing executive inboxes and prioritizing daily communications.
• Coordinating calendars, meetings, and scheduling across multiple time zones.
• Receiving phone-based task delegation and executing requests promptly.
• Updating Salesforce records and tracking ongoing projects.
• Preparing meeting agendas, documenting action items, and following up on outstanding tasks.
• Coordinating travel arrangements and supporting day-to-day executive operations.

Interview Process

• Initial screening with Pavago.
• Client interview.
• Final selection and onboarding.

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