Job Description

Executive Assistant – Operations Support | Remote

Position 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 proactive Executive Assistant – Operations Support to support leadership while keeping day-to-day business operations organized, efficient, and moving forward.

This is more than a traditional administrative role. You’ll serve as an operational backbone for leadership, taking ownership of calendar management, scheduling, follow-ups, onboarding coordination, documentation, internal communication, and workflow organization.

The ideal candidate anticipates needs, follows through without repeated reminders, and creates structure in a fast-moving environment.

If you have experience in executive support, operations coordination, calendar management, onboarding, or administrative operations and are known for making sure nothing falls through the cracks, this role is a strong fit.

What You’ll Own

Executive & Administrative Support

• Manage leadership calendars, scheduling, and meetings
• Coordinate appointments and priorities across U.S. business hours
• Support leadership with day-to-day administrative and operational requests
• Prepare meeting information, reminders, and follow-ups
• Track leadership commitments and outstanding action items
• Anticipate scheduling conflicts and operational needs before they become issues
• Help leadership stay focused on the highest-priority work

Operations & Workflow Coordination

• Track ongoing:
• Coordinate across internal teams to keep work moving
• Proactively follow up on outstanding action items
• Maintain visibility into active priorities and next steps
• Identify bottlenecks, inconsistencies, and missed details
• Escalate issues when they could create operational delays
• Support process improvements that make workflows more efficient

Onboarding Support

• Coordinate onboarding workflows and required next steps
• Track onboarding progress and outstanding items
• Communicate with relevant teams, clients, and stakeholders
• Maintain accurate onboarding records and documentation
• Follow up on missing information or incomplete steps
• Ensure onboarding activities remain organized and on schedule
• Help create a smooth and professional onboarding experience

Documentation & Systems Management

• Maintain clean and accurate records across company systems
• Organize digital files, shared folders, and internal documentation
• Keep information structured, accessible, and up to date
• Maintain operational trackers and administrative records
• Work regularly within:
• Support the creation and maintenance of SOPs and process documentation when needed

Communication & Follow-Through

• Coordinate communication between:
• Draft clear and professional emails and updates
• Track commitments and ensure follow-ups happen on time
• Maintain strong visibility into outstanding tasks and priorities
• Ensure relevant stakeholders receive timely updates
• Close communication gaps before they slow down execution

Requirements

• 3+ years of experience as an:
• Experience directly supporting executives, leadership teams, or operational workflows
• Strong calendar and scheduling management experience
• Excellent written and verbal English communication skills
• Strong documentation and administrative coordination skills
• Proficiency with:
• Excellent time management and prioritization skills
• Strong attention to detail and organization
• Ability to manage multiple priorities simultaneously
• Strong problem-solving and follow-through
• Ability to work independently in a remote environment
• Availability during U.S. business hours

Nice to Have

• Experience coordinating client or employee onboarding
• Startup or high-growth company experience
• Experience creating or maintaining:
• Experience improving administrative or operational processes
• Experience supporting multiple departments or stakeholders

Tools & Technology

Google Workspace | Gmail | Google Calendar | Google Drive | Google Docs | Google Sheets | Slack | CRM Systems | Online Collaboration & Workflow Tools

What Makes You a Strong Fit

You’ll likely thrive in this role if you:

• Are exceptionally organized and detail-oriented
• Naturally follow through without needing repeated reminders
• Anticipate needs instead of waiting for instructions
• Communicate clearly and professionally
• Can manage multiple priorities without losing accuracy
• Enjoy bringing structure to fast-moving environments
• Notice inconsistencies and missing details quickly
• Are comfortable working independently with minimal supervision
• Take ownership of tasks through completion
• Understand how to protect leadership’s time and attention
• Enjoy improving systems rather than simply maintaining them

What a Typical Day Looks Like

Your day may start by reviewing leadership calendars, upcoming meetings, outstanding action items, and the highest-priority operational tasks.

Throughout the day, you could schedule meetings, follow up with stakeholders, track onboarding progress, update CRM records and operational trackers, organize documentation, and coordinate with clients and internal teams.

You’ll also keep an eye on upcoming deadlines and potential bottlenecks while supporting leadership with new administrative and operational requests as they arise.

Where you notice inefficient or unclear workflows, you’ll help bring more structure and consistency to the process.

In short: you keep leadership organized, workflows moving, documentation accurate, and operational details under control.

Key Metrics for Success

• Administrative and operational tasks completed accurately and on time
• Minimal scheduling conflicts or missed follow-ups
• Smooth and timely onboarding coordination
• Clean, accurate, and organized documentation
• High completion rate for outstanding action items
• Strong visibility across active workflows and priorities
• Reduced operational delays and coordination gaps
• Timely stakeholder communication
• High leadership confidence in your reliability and execution

Why This Role Stands Out

• Work directly with leadership in a growing business
• High ownership and autonomy
• Exposure to both executive support and business operations
• Opportunity to improve processes rather than simply maintain them
• Broad involvement across teams, workflows, and stakeholders
• Fully remote working environment
• Long-term growth opportunities into:

Interview Process

1. Initial Application
2. Spark Hire One-Way Video Interview
3. Video Interview with Pavago Recruiter
4. Client Interview
5. Offer & Onboarding

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’re an experienced Executive Assistant, Virtual Assistant, or Operations Coordinator who excels at scheduling, organization, follow-through, onboarding, and keeping fast-moving operations under control, we’d love to hear from you.

Apply today and help leadership stay focused while ensuring the people, priorities, workflows, and operational details around them continue moving forward.

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