Admin Executive Assistant

Job Description

Admin Executive Assistant (Operations, Compliance & ITAD) – 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 Admin Executive Assistant to support executive coordination, operations, compliance workflows, client onboarding, and records management within a structured IT Asset Disposition (ITAD) environment.

This is a detail-critical, execution-focused role where accuracy matters. You’ll serve as an operational control layer, ensuring documentation is complete, systems remain organized, follow-ups happen on time, and important details don’t fall through the cracks.

Small errors in dates, records, documentation, or communication can create downstream operational and financial risk. We’re therefore looking for someone who is exceptionally organized, disciplined, and comfortable working in process-driven environments.

If you naturally catch inconsistencies, maintain organized systems, and follow tasks through to completion, this role is a strong fit.

What You’ll Own

Executive & Administrative Support

• Manage calendars, scheduling, meetings, and day-to-day administrative coordination.
• Support leadership with priorities, communication, and follow-ups.
• Coordinate across leadership, clients, and internal teams.
• Anticipate scheduling conflicts and operational needs before they become issues.
• Protect leadership bandwidth by independently handling routine coordination.
• Ensure action items and follow-ups are completed on time.

Compliance & Documentation Support

• Maintain accurate, organized, and audit-ready documentation.
• Support compliance-sensitive workflows within ITAD operations.
• Verify that records are complete, accurate, and properly stored.
• Maintain clear documentation trails for operational activities.
• Follow established procedures and compliance requirements consistently.
• Assist with audit preparation and documentation requests when required.

Client Onboarding & Operational Coordination

• Track client onboarding from initiation through completion.
• Coordinate required information, documentation, and internal handoffs.
• Maintain visibility into outstanding onboarding items.
• Follow up proactively when information or approvals are missing.
• Ensure onboarding records remain accurate and properly documented.
• Coordinate with internal teams to keep client workflows moving efficiently.

Quality Control & Operational Tracking

• Review operational information before execution to catch potential errors.

• Validate:

  • Names and contact information
  • Dates and schedules
  • Records and documentation
  • Numbers and operational details

• Identify missing, inconsistent, or conflicting information.

• Track operational updates, process changes, and outstanding tasks.

• Flag risks or discrepancies before they create downstream problems.

Systems & Records Management

• Maintain clean and organized information across:

  • Google Workspace
  • Slack
  • Salesforce or similar CRM platforms

• Keep records searchable, accessible, consistent, and up to date.

• Maintain structured digital filing and documentation systems.

• Ensure information remains reliable across multiple operational systems.

• Support long-term documentation accuracy and operational continuity.

What Makes You a Strong Fit

• You have exceptional attention to detail and notice inconsistencies quickly.
• You’re highly organized and comfortable working within structured processes.
• You take ownership rather than waiting for repeated instructions.
• You follow tasks through until they are completely resolved.
• You can manage multiple priorities without sacrificing accuracy.
• You communicate professionally with executives, clients, and internal teams.
• You’re comfortable handling confidential and compliance-sensitive information.
• You work effectively with minimal supervision.

Required Experience & Skills

• 3+ years of experience as an Executive Assistant, Administrative Assistant, Virtual Assistant, Operations Assistant, or similar role.
• Strong experience with Google Workspace.
• Experience using Slack for internal communication and coordination.
• Experience with Salesforce or another CRM platform.
• Strong calendar, scheduling, and administrative coordination experience.
• Excellent written and verbal English communication skills.
• Exceptional attention to detail and accuracy.
• Strong organizational and records-management skills.
• Ability to manage multiple workflows and deadlines simultaneously.
• Ability to work independently and solve problems proactively.
• High level of professionalism, discretion, and confidentiality.
• Availability to work aligned with U.S. business hours.

Nice to Have

• Experience in IT Asset Disposition (ITAD) or IT operations.
• Experience working in compliance-heavy or regulated environments.
• Familiarity with audit preparation and compliance documentation.
• Experience supporting founders, executives, or senior leadership.
• Client onboarding or implementation coordination experience.
• Experience maintaining operational trackers, SOPs, and process documentation.

What a Typical Day Looks Like

You may:

• Review leadership calendars and coordinate upcoming meetings.
• Follow up on outstanding tasks and client requests.
• Track the progress of new client onboarding.
• Review records for incorrect dates, missing information, or inconsistencies.
• Maintain compliance and operational documentation.
• Update CRM records and internal tracking systems.
• Coordinate communication between leadership, clients, and internal teams.
• Organize documents and ensure records remain audit-ready.
• Flag potential operational issues before they escalate.

In short: you ensure executive support and operations remain accurate, organized, compliant, and under control.

Key Metrics for Success

• Audit-ready and consistently organized documentation.
• Minimal operational and documentation errors.
• Tasks and follow-ups completed accurately and on time.
• Smooth and organized client onboarding.
• Accurate CRM and operational records.
• Reduced issues through proactive quality checks.
• Strong leadership confidence in operational reliability.
• Consistent adherence to established processes and compliance requirements.

Why This Role Stands Out

• High-trust role working closely with leadership.
• Direct impact on operational accuracy and compliance.
• More ownership than a traditional administrative position.
• Structured, process-driven working environment.
• Exposure to ITAD operations and compliance workflows.
• Opportunity to improve internal organization and operational reliability.
• Fully remote position aligned with U.S. business hours.
• Growth opportunities into Operations Manager, Compliance Coordinator, or Executive Operations Lead roles.

Interview Process

• Initial Screening
• Recruiter Interview
• Client Interview
• Offer & Onboarding

What Happens After You Apply

Right after you apply, you’ll receive an email invitation from Spark Hire to record your Intro Video. This short, self-recorded video completes your application and can be recorded whenever it’s convenient.

Instead of repeating yourself across multiple screening calls, you’ll introduce yourself once, and your video will be shared with the hiring team. You can record your video as many times as you’d like before submitting it — only your final submission will be reviewed.

Please keep an eye on both your inbox and spam folder for your Spark Hire invitation.

Apply Now

If you’re an experienced administrative or executive support professional who catches mistakes others miss, maintains highly organized systems, and takes ownership of operational details, we’d love to hear from you.

Apply today and help keep critical operations, compliance documentation, and executive workflows running accurately and efficiently.