Job Description
Executive Assistant – Operations & Client Coordination | GoHighLevel (GHL) | Remote
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours
Industry: Automotive
About the Role
At Pavago, one of our clients is hiring a highly organized and proactive Executive Assistant to serve as the operational right hand to a founder in the automotive industry.
This is not a traditional administrative role You’ll take ownership of client communication, contractor coordination, CRM management, scheduling, research, and day-to-day operational execution.
The goal is simple: keep the business organized, keep priorities moving, and make sure nothing falls through the cracks.
If you’re experienced with GoHighLevel (GHL), comfortable supporting a founder, and naturally take ownership without constant direction, this role is a strong fit.
What You’ll Own
Client Communication & Follow-Up
- Manage incoming client inquiries and identify urgent priorities
- Draft and send professional emails, updates, and summaries
- Maintain consistent follow-up with clients
- Track outstanding requests through resolution
- Ensure clients receive timely, professional communication
- Help maintain a smooth and high-quality client experience
Contractor & Project Coordination
Coordinate freelance contractors across active projects and deals.
You’ll:
- Track assignments, deadlines, and deliverables
- Follow up on outstanding work
- Keep stakeholders updated on progress
- Identify potential delays early
- Ensure tasks are completed without requiring constant founder involvement
GoHighLevel (GHL) & CRM Management
Take ownership of GoHighLevel and maintain accurate visibility across clients, deals, and workflows.
Responsibilities include:
- Updating client and deal records
- Maintaining pipeline accuracy
- Organizing client information during onboarding
- Tracking follow-ups and next steps
- Keeping CRM data clean and structured
- Ensuring active opportunities and tasks remain visible
Hands-on GoHighLevel experience is required for this role.
Calendar, Email & Daily Execution
Manage day-to-day scheduling and coordination using:
- Google Calendar
- Gmail
- Google Docs
- Google Drive
You’ll:
- Schedule and coordinate meetings
- Organize daily priorities
- Prepare context and materials before calls
- Track action items and next steps
- Support daily check-ins and execution
- Resolve scheduling conflicts proactively
Research & Reporting
Conduct light operational and market research, including:
- Market comparisons
- Inventory checks
- Data gathering
- Competitor or business research
Turn findings into clear, structured summaries that help leadership make faster decisions.
What Success Looks Like
- Clients receive fast and professional responses
- No important follow-ups or tasks are missed
- GoHighLevel remains clean, accurate, and organized
- Contractors meet deadlines and stay aligned
- Meetings and priorities are coordinated efficiently
- Leadership has clear visibility into active work
- The founder spends less time managing routine execution
What Makes You a Strong Fit
You are:
- Highly organized and detail-oriented
- Proactive rather than instruction-dependent
- Comfortable juggling multiple priorities
- Strong at following through and closing loops
- Professional and confident in client communication
- Reliable and responsive during U.S. business hours
- Calm when priorities change quickly
- Comfortable working directly with a founder
- Able to operate independently with minimal supervision
Required Experience & Skills
Must-Have Experience
- 2+ years of experience supporting a:
- Founder
- Executive
- Small business owner
- Experience managing client communication and follow-ups
- Experience coordinating multiple operational workflows
- Strong hands-on GoHighLevel (GHL) experience — non-negotiable
Tools & Skills
Proficiency with:
- GoHighLevel (GHL)
- Gmail
- Google Calendar
- Google Docs
- Google Drive
Additionally:
- Excellent written and verbal English
- Strong calendar and scheduling skills
- Excellent organization and attention to detail
- Ability to manage shifting priorities
- Ability to work independently in a remote environment
- Reliable high-speed internet and professional remote workspace
Nice to Have
Experience with:
- Gamma
- Google Slides
- PowerPoint
- NotebookLM or similar research tools
- Startup or entrepreneurial environments
- Automotive businesses
- Operations-heavy companies
- Contractor or freelancer coordination
What a Typical Day Looks Like
You might:
- Review client messages and prioritize urgent requests
- Respond to emails and manage follow-ups
- Check contractor progress and outstanding deliverables
- Update GoHighLevel pipelines and client records
- Coordinate meetings and manage the founder’s calendar
- Prepare information and context for upcoming calls
- Conduct market, inventory, or competitor research
- Organize findings and operational updates
- Track action items through completion
In short: You keep communication clear, systems organized, contractors aligned, and daily operations moving so the founder can stay focused on growing the business.
Key Metrics for Success
- Client response time and communication quality
- GoHighLevel CRM accuracy
- Follow-up completion rate
- On-time task and project completion
- Contractor coordination and accountability
- Scheduling accuracy and efficiency
- Operational organization
- Reduction in routine founder involvement
Why This Role Stands Out
- Work directly with a founder
- High ownership over daily business operations
- Direct exposure to client and operational workflows
- Opportunity to become a trusted operational partner
- Hands-on experience with GoHighLevel and modern business systems
- Fully remote working environment
- Potential growth into:
- Senior Executive Assistant
- Operations Coordinator
- Operations Manager
- Chief of Staff
Interview Process
- Initial Phone Screen
- Spark Hire Intro Video
- Video Interview with Pavago Recruiter
- Client Interview
- Offer & Onboarding
Apply Now
If you:
- Have strong hands-on GoHighLevel experience
- Have supported founders or executives
- Take ownership without needing constant direction
- Are excellent at client communication and follow-through
- Thrive in fast-paced, operations-heavy environments
We’d love to hear from you.
Apply now and become the operational backbone behind a growing automotive business.
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