Job Description

🚗 Executive Assistant (Operations, Client Coordination & CRM Management) – Remote | U.S. Hours

Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours

🚀 About the Role

At Pavago, one of our clients is hiring an Executive Assistant (Operations & Client Coordination) to support daily operations, client communication, CRM management, scheduling, and workflow coordination within a fast-growing automotive business.

This is not a basic administrative role.

You’ll act as a key operational partner to the founder by helping manage:

• client communication
• contractor coordination
• CRM organization
• scheduling and operational workflows
• follow-ups and execution tracking
• day-to-day operational support

This role is ideal for someone who is:

• highly organized
• proactive
• detail-oriented
• execution-focused
• comfortable managing multiple moving parts simultaneously

If you thrive in fast-paced operational environments and enjoy keeping projects, communication, and workflows organized — this role is a strong fit.

🔥 What You’ll Own

Client Communication & Coordination

• Manage inbound client inquiries and prioritize urgent requests
• Draft and send professional client updates, summaries, and follow-ups
• Maintain strong communication and responsiveness throughout active projects
• Track ongoing conversations and maintain organized communication workflows
• Ensure a high-quality client experience across all touchpoints

Contractor & Project Coordination

• Coordinate with freelance contractors and vendors on active projects
• Track deliverables, deadlines, and project progress
• Maintain communication between:
• contractors
• clients
• leadership
• Ensure tasks and timelines remain organized and on schedule
• Escalate delays or operational issues proactively

CRM & Administrative Operations

• Manage and maintain CRM records inside GoHighLevel (GHL)
• Keep:
• client records
• pipelines
• workflows
• notes
• follow-ups
  organized and accurate
• Support onboarding workflows and operational setup processes
• Ensure CRM hygiene and operational consistency across systems

Scheduling & Executive Support

• Manage calendars, scheduling, and meeting coordination using:
• Google Calendar
• Gmail
• Google Workspace
• Coordinate meetings and operational priorities for leadership
• Prepare context, notes, and materials ahead of meetings or calls
• Help maintain daily operational alignment and follow-through

Research & Reporting Support

• Conduct operational and market research including:
• vendor research
• inventory checks
• market comparisons
• operational data gathering
• Organize findings into actionable summaries and reports
• Support leadership with operational decision-making and execution support

📊 What Success Looks Like

• Client communication remains fast, professional, and organized
• CRM records and workflows stay clean and accurate
• Projects and contractor deliverables stay on track
• Scheduling and operational coordination run smoothly
• Leadership spends less time chasing follow-ups and operational details
• Daily operations remain organized, responsive, and execution-focused

🧠 What Makes You a Strong Fit

• Highly organized with strong attention to detail
• Proactive and ownership-focused
• Strong multitasking and operational coordination ability
• Excellent communicator with professional client-facing skills
• Comfortable working independently in a remote environment
• Strong follow-through and execution discipline
• Calm under pressure while managing shifting priorities

✅ Must-Have Requirements

Experience

• 2+ years of experience supporting:
• founders
• executives
• operations teams
• small business owners
• Experience in:
• executive assistance
• operations coordination
• administrative support
• client communication

Technical Skills

• Strong hands-on experience with:
• GoHighLevel (GHL)
• Google Workspace
• Gmail
• Google Calendar
• Google Drive
• Google Docs
• Experience managing CRM workflows and operational tracking systems
• Strong organizational and workflow management skills

Communication & Execution

• Excellent written and verbal English communication skills
• Strong attention to detail and operational accuracy
• Ability to manage priorities independently without constant oversight
• Reliable remote work setup and stable internet connection

⭐ Nice to Have

• Experience in:
• automotive industry operations
• client coordination
• service-based businesses
• Familiarity with:
• Gamma
• Google Slides
• PowerPoint
• Notebook LM
• presentation and research tools
• Experience supporting founders in fast-paced businesses

📅 What a Typical Day Looks Like

• Respond to client inquiries and coordinate follow-ups
• Update and maintain CRM records in GoHighLevel
• Coordinate contractors and track active project timelines
• Manage scheduling, meetings, and operational calendars
• Conduct operational research and organize key information
• Support leadership with daily priorities and workflow tracking

In short:
You keep operations organized, communication flowing, and projects moving forward efficiently.

📈 Key Metrics for Success (KPIs)

• Responsiveness and professionalism in client communication
• CRM accuracy and organization
• Timely follow-through on tasks and operational requests
• Scheduling efficiency and calendar management
• Contractor coordination and deadline adherence
• Reduction in operational bottlenecks
• Leadership satisfaction and operational reliability

🌟 Why This Role Stands Out

• High ownership and visibility with leadership
• Opportunity to work closely with a founder in a fast-growing business
• Exposure to:
• CRM systems
• operations management
• workflow coordination
• client operations
• contractor management
• Clear growth path into:
• Operations Manager
• Executive Operations Lead
• Client Success Manager
• Operations Coordinator
• Fully remote role with strong long-term growth potential

🧪 Interview Process

• Initial Phone Screen
• Video Interview with Recruiter
• Client Interview
• Offer & Onboarding

👉 Apply Now

If you:

• thrive in fast-moving operational environments
• enjoy organization, communication, and execution
• love supporting leadership and coordinating moving parts
• want a high-impact role with strong ownership and visibility

this is a strong opportunity to grow within operations and executive support.