Job Description

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

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 support senior leadership in a fast-paced, high-accountability environment.

This is more than a traditional administrative role. You’ll serve as a trusted executive support partner, helping leadership stay focused on high-impact priorities while ensuring calendars, communication, meetings, travel, follow-ups, and operational details run smoothly behind the scenes.

You’ll take ownership of complex scheduling, executive communication, meeting preparation, travel logistics, and priority tracking while anticipating needs and ensuring important details never fall through the cracks.

If you’re proactive, highly organized, detail-oriented, and comfortable supporting senior executives in a fast-moving environment, this role is a strong fit.

What You’ll Own

Executive Calendar & Scheduling Management

• Manage complex executive calendars across multiple time zones
• Coordinate meetings, calls, travel, and competing scheduling priorities
• Resolve calendar conflicts proactively
• Optimize executive schedules to protect time for high-priority work
• Coordinate internal and external meetings efficiently
• Use tools such as:
• Google Calendar
• Microsoft Outlook
• Calendly
• Other scheduling platforms

Executive Communication & Inbox Support

• Draft, proofread, and send professional emails and communications
• Manage executive inboxes and prioritize important requests
• Screen calls, messages, and meeting requests
• Identify urgent matters requiring executive attention
• Maintain professional and timely communication with stakeholders
• Act as a liaison between executives, clients, and internal teams

Meeting Preparation & Follow-Up

• Prepare agendas, briefing notes, talking points, and meeting materials
• Gather and organize relevant information before meetings
• Ensure executives are properly prepared for upcoming conversations
• Take meeting notes and document key decisions
• Track action items, owners, and deadlines
• Follow up with stakeholders to ensure commitments are completed

Travel & Logistics Coordination

• Coordinate domestic and international travel
• Book flights, hotels, transportation, and other arrangements
• Prepare clear and organized travel itineraries
• Coordinate travel schedules with executive calendars
• Manage last-minute changes and scheduling adjustments
• Track travel expenses and support reimbursements

Executive Priorities & Project Support

• Track executive priorities, projects, and ongoing initiatives
• Maintain visibility into deadlines and outstanding deliverables
• Follow up with teams to keep projects moving
• Help executives stay aligned on commitments and next steps
• Conduct research and prepare reports or summaries
• Support operational and administrative projects as needed

Documentation & Administrative Operations

• Maintain organized digital filing systems and documentation
• Prepare and format reports, presentations, and business materials
• Organize executive information for quick access
• Maintain accurate records and documentation
• Handle confidential and sensitive information with professionalism and discretion

Requirements

• 3+ years of Executive Assistant or senior administrative support experience
• Experience directly supporting executives in fast-paced environments
• Strong calendar management and scheduling experience across multiple time zones
• Strong experience coordinating meetings and executive priorities
• Proficiency with Google Workspace and Microsoft Office
• Excellent written and verbal English communication
• High attention to detail and organizational ability
• Strong time-management and prioritization skills
• Ability to manage multiple requests and changing priorities simultaneously
• Ability to handle confidential information professionally and discreetly
• Comfortable working independently with limited supervision
• Ability to work during U.S. client business hours with flexibility when required

Nice to Have

• Experience working in:
• Startups
• Agencies
• Consulting firms
• High-growth companies
• Familiarity with:
• Slack
• Zoom
• Notion
• Asana
• Similar collaboration and project-management tools
• Experience supporting multiple executives simultaneously
• Experience coordinating complex domestic and international travel
• Exposure to operations, project coordination, or broader business support workflows

Tools & Platforms

Google Workspace | Google Calendar | Microsoft Office | Microsoft Outlook | Calendly | Slack | Zoom | Notion | Asana | Collaboration & Scheduling Tools

What Makes You a Strong Fit

You’ll likely thrive in this role if you:

• Anticipate executive needs instead of waiting for instructions
• Can confidently manage a complex and constantly changing calendar
• Naturally create structure in fast-moving environments
• Communicate professionally with executives, clients, and internal teams
• Follow up consistently and ensure commitments are completed
• Remain calm when schedules or priorities change unexpectedly
• Have exceptional attention to detail
• Understand how to prioritize urgent versus important requests
• Exercise good judgment with confidential information
• Take ownership from assignment through completion

What a Typical Day Looks Like

You may start your day by reviewing executive calendars, preparing briefing notes, checking inbox priorities, and confirming the day’s meetings and logistics.

Throughout the day, you’ll manage scheduling requests, coordinate meetings, prepare agendas and materials, handle executive communications, organize travel, and track follow-ups.

You may also check project updates, follow up with teams on outstanding deliverables, conduct research, prepare reports, and organize the executive’s schedule for the following day.

In short: you ensure executives operate with maximum efficiency, organization, and clarity.

Key Metrics for Success

• Calendar accuracy and scheduling efficiency
• Reduction in scheduling conflicts and administrative delays
• Timely communication and follow-up execution
• Completion of meeting action items
• Smooth travel and logistics coordination
• Accuracy and quality of executive materials
• Effective tracking of executive priorities
• Executive satisfaction and overall support quality

Why This Role Stands Out

• High-visibility role supporting senior leadership directly
• Opportunity to work closely with executives and decision-makers
• Exposure to executive operations and business priorities
• Fast-paced, professional, and growth-oriented environment
• Opportunity to develop broader operational and project-management skills
• Potential career progression into:
• Senior Executive Assistant
• Operations
• Project Management
• Chief of Staff pathways

Interview Process

1. Initial Application
2. Spark Hire One-Way Video Interview
3. Video Interview with Pavago Recruiter
4. Practical Task – Executive Briefing Memo or Scheduling Scenario
5. Client Interview
6. Offer & Background Verification

Spark Hire Video Interview – Required

As part of the application process, all candidates are required to complete a one-way video interview through Spark Hire

After completing the first step of your application, you’ll receive a Spark Hire invitation by email with instructions to record and submit your video responses.

Completion of the Spark Hire video is required to be considered for the next stage Please check your inbox as well as your spam or junk folder for the invitation.

Apply Now

If you have strong experience in executive support, complex calendar management, travel coordination, executive communication, and priority management, we’d love to hear from you.

Apply today and help senior leadership operate more efficiently by keeping their schedules, communication, logistics, and priorities organized and moving forward.

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