Job Description
Job Title: Executive Assistant (EA)
Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (with flexibility for executive schedules, travel coordination, and urgent priorities)
About the Role
Our client is seeking a highly organized and proactive Executive Assistant to provide high-level administrative and operational support to senior leadership.
This role goes far beyond calendar management — the Executive Assistant serves as a trusted partner, gatekeeper, coordinator, and operational extension of the executive team. You will help executives stay organized, informed, and focused on strategic priorities by managing schedules, communications, travel logistics, project coordination, and day-to-day operational details.
The ideal candidate thrives in fast-paced environments, communicates with professionalism and confidence, anticipates needs before they arise, and handles confidential information with the highest level of discretion.
Responsibilities
Calendar & Schedule Management
• Manage complex executive calendars across multiple time zones using Outlook or Google Calendar
• Coordinate internal and external meetings, appointments, travel, and events
• Anticipate scheduling conflicts and proactively optimize executive time
• Prioritize requests and adjust schedules dynamically based on changing priorities
Communication & Executive Correspondence
• Draft, proofread, and send professional emails, memos, and communications on behalf of executives
• Screen calls, messages, and requests while escalating only high-priority matters
• Act as a liaison between executives, clients, vendors, employees, and external stakeholders
• Maintain professionalism, confidentiality, and responsiveness in all communication
Meeting Preparation & Follow-Up
• Prepare agendas, briefing materials, talking points, and supporting documentation for meetings
• Gather and summarize information required for executive decision-making
• Record meeting notes, track action items, and ensure follow-up accountability
• Coordinate meeting logistics including Zoom, Slack, conference rooms, and scheduling details
Travel & Logistics Coordination
• Coordinate domestic and international travel including flights, accommodations, transportation, and itineraries
• Prepare detailed travel schedules and manage last-minute changes efficiently
• Process expense reports, reimbursements, and executive travel documentation
• Ensure executives are fully prepared for travel and external meetings
Project & Operational Support
• Assist with executive projects, research, reporting, and operational coordination
• Track progress on priorities, deadlines, and deliverables across teams
• Support onboarding/offboarding coordination for senior team members when needed
• Help create structure, organization, and accountability across executive workflows
Administrative Operations & Documentation
• Maintain organized digital filing systems and document management processes
• Support version control, approvals, and confidential documentation handling
• Ensure operational and administrative systems remain organized and up to date
• Contribute to process improvements that improve executive efficiency and visibility
What Makes You a Perfect Fit
• Highly organized, detail-oriented, and proactive
• Strong communicator with polished written and verbal communication skills
• Able to anticipate needs and solve problems independently
• Comfortable operating in fast-paced, high-pressure environments
• Discreet and trustworthy when handling confidential information
• Strong sense of ownership, urgency, and follow-through
Required Experience & Skills
• 3+ years of experience supporting senior executives or leadership teams
• Proficiency with Microsoft Office and Google Workspace
• Experience managing complex calendars, travel, and executive logistics
• Strong written and verbal communication skills
• Excellent organizational, multitasking, and prioritization abilities
Preferred Experience & Skills
• Experience supporting executives in startups, professional services, or high-growth companies
• Familiarity with collaboration and productivity tools such as Slack, Zoom, Notion, and Asana
• Experience supporting multiple executives simultaneously
• Strong operational mindset with project coordination experience
• Ability to work independently with minimal oversight
What Does a Typical Day Look Like?
An Executive Assistant’s day revolves around keeping leadership organized, informed, and operating efficiently. You will:
• Review and optimize the executive’s calendar while preparing briefing notes and priorities for the day
• Screen emails and communications, responding or escalating where appropriate
• Coordinate meetings, logistics, agendas, and follow-ups across teams and stakeholders
• Manage travel plans, itineraries, and expense reporting
• Track executive priorities and follow up with team members to ensure accountability
• Organize documentation, update systems, and prepare materials for upcoming meetings or projects
In essence: you are the executive’s right hand, ensuring they stay focused on strategic priorities while you manage the operational details that keep everything moving smoothly.
Key Metrics for Success (KPIs)
• Calendar accuracy and minimized scheduling conflicts
• Timely follow-up and communication on executive priorities
• High executive and stakeholder satisfaction
• Efficient travel coordination and expense management
• Reduced administrative burden on executives
• Strong organization and reliability across operational workflows
What We Offer
• Full-time remote position aligned with U.S. business hours
• Direct exposure to senior leadership and business operations
• Opportunity to play a high-impact role in executive productivity and company operations
• Fast-paced and collaborative work environment
• Professional growth opportunities in operations and executive support
• Competitive compensation package
Interview Process
• Initial Phone Screen
• Video Interview with Pavago Recruiter
• Practical Assessment (e.g., executive scheduling or briefing exercise)
• Client Interview with Executives
• Offer & Background Verification
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