Admin Executive Assistant

Job Description

Admin Executive Assistant (Operations, Compliance & ITAD Support)

Job 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 detail-oriented Admin Executive Assistant to support operations, compliance workflows, client onboarding, and executive coordination within an IT Asset Disposition (ITAD) environment.

This is more than a traditional administrative support role. You’ll serve as a critical operational partner, helping ensure workflows remain organized, compliant, accurate, and fully documented.

You will support:

• Executive coordination
• Compliance documentation
• Client onboarding
• Workflow tracking
• Records management
• Operational communication

This role is ideal for someone who thrives in structured environments, notices inconsistencies quickly, and takes ownership of tasks from start to finish.

Key Responsibilities

Administrative Coordination & Scheduling

• Manage executive calendars, scheduling, and meeting logistics.

• Coordinate communication between:

  • Leadership
  • Clients
  • Operations teams
  • Vendors

• Anticipate operational needs and help protect leadership bandwidth.

• Ensure tasks, deadlines, and follow-ups are completed on time.

Documentation & Compliance Support

• Maintain organized, audit-ready documentation.

• Support compliance-sensitive workflows within ITAD operations.

• Ensure records remain:

  • Accurate
  • Complete
  • Properly documented
  • Securely stored

• Work within:

  • Google Workspace
  • Slack
  • Salesforce or similar CRM platforms
  • Operational tracking systems

• Maintain consistency across all documentation and records.

Operational Tracking & Quality Control

• Track:

  • Client onboarding progress
  • Operational workflows
  • Internal updates
  • Documentation changes

• Review records for inconsistencies involving:

  • Dates
  • Names
  • Schedules
  • Onboarding information
  • Documentation accuracy

• Validate information before execution to minimize operational risk.

• Support quality control initiatives through proactive review and follow-up.

Systems & Records Management

• Maintain organized systems and documentation across operational platforms.

• Keep records:

  • Searchable
  • Accessible
  • Audit-ready

• Improve workflow organization and documentation processes where possible.

• Ensure operational systems remain reliable and scalable.

Requirements

Experience

• 3+ years of experience in:

  • Executive Assistant roles
  • Administrative Assistant roles
  • Operations Support positions
  • Virtual Assistant roles
  • Compliance-focused administrative environments

Core Skills

• Strong experience with:

  • Google Workspace
  • Slack
  • CRM systems (Salesforce or similar)

• Exceptional organizational and documentation skills.

• Strong written and verbal English communication.

• Ability to work independently with minimal supervision.

• Strong attention to detail and operational follow-through.

• High level of professionalism and confidentiality.

Core Competencies

• Structured and process-driven mindset.
• Strong operational discipline.
• Proactive communication and coordination skills.
• Ability to manage multiple priorities accurately.
• Strong problem-solving and quality-control capabilities.

Preferred Qualifications

• Experience in:

  • ITAD environments
  • Compliance-heavy industries
  • Operations-focused organizations

• Experience supporting:

  • Founders
  • Executives
  • Leadership teams

• Familiarity with:

  • Audit preparation
  • Compliance workflows
  • Client onboarding
  • Operational tracking systems

What Makes You Successful

• You are highly detail-oriented and process-driven.
• You identify mistakes and inconsistencies quickly.
• You take ownership and ensure tasks are fully completed.
• You thrive in structured operational environments.
• You remain professional under pressure.
• You proactively solve problems instead of waiting for direction.

Typical Day

• Coordinate schedules and operational workflows.
• Maintain audit-ready documentation and records.
• Track onboarding progress and operational tasks.
• Review systems for missing information or inconsistencies.
• Support leadership communication and follow-ups.
• Maintain organized operational systems and documentation.
• Ensure compliance, accuracy, and workflow completion.

In short: You help keep operations organized, compliant, accurate, and running smoothly every day.

Key Performance Indicators (KPIs)

• 100% audit-ready documentation
• Zero critical operational or documentation errors
• Accurate and timely task completion
• Reduced operational issues through proactive quality control
• Smooth onboarding and workflow coordination
• Leadership confidence in operational execution and reliability

Why Join Us?

• High-trust role with direct exposure to leadership.

• Significant ownership across operations and compliance workflows.

• Opportunity to improve systems and operational processes.

• Structured, process-driven environment.

• Long-term growth opportunities into:

  • Operations Manager
  • Executive Operations Lead
  • Compliance Coordinator
  • Administrative Operations Leadership

• Fully remote position with long-term career growth potential.

Interview Process

1. Initial Screening
2. Recruiter Interview
3. Client Interview
4. Offer & Onboarding

Apply Now

If you’re highly organized, detail-oriented, and enjoy creating structure, maintaining compliance, and ensuring operational excellence, we’d love to hear from you.