Job Description
Executive Assistant (EA) – Remote | Executive Support, Calendar Management & Operations
Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (flexibility required)
About the Role
At Pavago, one of our clients is hiring a high-performing Executive Assistant (EA) to provide high-level administrative and operational support to senior leadership.
This is not a basic admin role.
You’ll act as:
- A gatekeeper
- A trusted operator
- A project coordinator
- A communication hub
Your role is to ensure executives stay focused on high-impact priorities while you manage scheduling, communication, logistics, coordination, and execution behind the scenes.
If you’re proactive, detail-oriented, highly organized, and thrive in fast-paced environments, this role is built for you.
What You’ll Own
Calendar & Executive Scheduling
Manage complex executive calendars across multiple time zones
Coordinate:
- Internal meetings
- Client calls
- Events
- Travel schedules
Prioritize requests and resolve scheduling conflicts proactively
Optimize executive time and daily workflows using:
- Google Calendar
- Microsoft Outlook
Executive Communication & Correspondence
- Draft, proofread, and send professional emails and memos
- Screen inboxes, calls, and requests while escalating priority items appropriately
- Act as a liaison between executives, clients, vendors, and internal teams
- Maintain clear, professional, and timely communication across stakeholders
Meeting Preparation & Follow-Up
Prepare:
- Agendas
- Briefing notes
- Talking points
- Meeting materials
Gather and organize background information before meetings
Record notes and action items during meetings
Track follow-ups and ensure deadlines and commitments are completed
Travel & Logistics Coordination
Coordinate domestic and international travel arrangements
Book:
- Flights
- Hotels
- Transportation
Build detailed travel itineraries
Handle last-minute travel or scheduling changes efficiently
Process expense reports and reimbursements accurately
Project & Operational Support
- Track executive priorities, projects, and deliverables
- Conduct research and prepare reports, summaries, or presentations
- Follow up with departments to ensure tasks remain on track
- Support onboarding and offboarding coordination when required
Administrative Operations
- Maintain organized digital filing systems and documentation
- Manage document versions, approvals, and shared files
- Handle confidential information with professionalism and discretion
- Ensure operational workflows remain organized and efficient
What Success Looks Like
- Executive calendars run smoothly with minimal conflicts
- Meetings, travel, and logistics are coordinated flawlessly
- Communication is timely, clear, and professional
- Executives stay focused on strategic priorities instead of admin tasks
- Follow-ups and deliverables are consistently completed on time
- Stakeholders trust your organization, responsiveness, and reliability
What Makes You a Strong Fit
- Highly organized and detail-oriented
- Proactive and able to anticipate needs before issues arise
- Strong written and verbal communicator
- Comfortable working in fast-paced, high-pressure environments
- Able to manage multiple priorities without losing accuracy
- Professional, polished, and highly dependable
Requirements (Must-Have)
Experience
3+ years supporting senior executives or leadership teams
Experience managing:
- Complex calendars
- Travel coordination
- Executive communications
Core Skills
Proficiency with:
- Google Workspace
- Microsoft Office
Strong written and verbal English communication
Experience scheduling across multiple time zones
Ability to handle confidential information professionally
Nice to Have
Experience supporting executives in:
- Startups
- Agencies
- Professional services
- High-growth companies
Familiarity with:
- Slack
- Zoom
- Notion
- Asana
Experience supporting multiple executives simultaneously
Exposure to operations or project coordination responsibilities
What a Typical Day Looks Like
- Review executive calendars and prepare briefing notes
- Manage inboxes and prioritize urgent communication
- Coordinate meetings and prepare agendas/materials
- Schedule travel and handle logistics updates
- Follow up on ongoing projects and executive priorities
- Prepare reports, summaries, or documentation
- Organize tasks and prepare next-day schedules
In short: you keep executives organized, informed, and operating at maximum efficiency.
Key Metrics (KPIs)
- Calendar accuracy and reduced scheduling conflicts
- Timely follow-up on executive priorities
- Executive and stakeholder satisfaction
- Accurate travel coordination and expense reporting
- Reduced administrative burden for leadership
- Responsiveness and communication quality
Why This Role Stands Out
High visibility and direct exposure to leadership
Opportunity to become a true operational partner to executives
Fast-paced environment with meaningful ownership
Strong growth path into:
- Operations Management
- Chief of Staff support
- Project Coordination
- Executive Operations
Interview Process
- Initial Phone Screen
- Video Interview with Pavago Recruiter
- Practical Task (Scheduling or Executive Briefing Exercise)
- Client Interview with Leadership
- Offer & Background Verification
Apply Now
If you:
- Thrive in high-accountability environments
- Enjoy keeping people and operations organized
- Anticipate problems before they happen
- Take pride in precision, responsiveness, and execution
This is a strong opportunity to become the trusted right hand to senior leadership.
