Job Description
Executive Assistant – Executive Support, Calendar & Operations
Full-Time | Remote | U.S. Business Hours
About the Role
At Pavago, one of our clients is hiring a highly organized and proactive Executive Assistant (EA) to provide high-level administrative and operational support to senior leadership.
This role goes beyond calendar management. You’ll act as a trusted partner to executives, helping manage schedules, communications, travel, meetings, priorities, and day-to-day operational execution.
If you’re proactive, polished, detail-oriented, and comfortable working in a fast-paced executive environment, this role is a strong fit.
What You’ll Own
Calendar & Executive Support
- Manage complex executive calendars across multiple time zones
- Coordinate meetings, appointments, events, and scheduling priorities
- Resolve conflicts and proactively protect executive time
- Manage changing priorities with urgency and accuracy
Communication & Correspondence
- Manage and prioritize executive inboxes and requests
- Draft and proofread professional emails, memos, and communications
- Liaise with clients, vendors, employees, and external stakeholders
- Handle confidential information with discretion
Meetings & Follow-Up
- Prepare agendas, briefing notes, talking points, and meeting materials
- Coordinate Zoom and other meeting logistics
- Take meeting notes and track action items
- Follow up with stakeholders to ensure deadlines and commitments are met
Travel & Logistics
- Coordinate domestic and international travel
- Book flights, hotels, transportation, and other arrangements
- Prepare detailed itineraries and manage last-minute changes
- Handle expense reports and reimbursements
Projects & Operations
- Track executive priorities, projects, deadlines, and deliverables
- Conduct research and prepare reports or summaries
- Coordinate across teams to keep initiatives moving
- Maintain organized digital files and executive documentation
- Improve administrative workflows and processes where needed
Requirements
- 3+ years of Executive Assistant experience supporting senior executives or leadership teams
- Strong experience managing complex calendars, travel, and executive logistics
- Proficiency with Google Workspace and Microsoft Office
- Excellent written and verbal English communication
- Strong organizational, multitasking, and prioritization skills
- High attention to detail and follow-through
- Ability to anticipate needs and solve problems independently
- Professional handling of confidential information
- Comfortable working during U.S. business hours with flexibility around executive priorities
Nice to Have
- Experience supporting multiple executives
- Startup, professional services, or high-growth company experience
- Familiarity with Slack, Zoom, Notion, Asana, or similar tools
- Project or operations coordination experience
What Success Looks Like
- Executive calendars remain accurate and well optimized
- Scheduling conflicts and administrative delays are minimized
- Meetings are properly prepared and followed up
- Travel runs smoothly, including last-minute changes
- Executive priorities and action items stay on track
- Leadership spends less time on administrative coordination
- Communication remains professional, timely, and organized
Why Join
- Fully remote position
- Direct exposure to senior leadership
- High ownership and visibility across executive operations
- Opportunity to support important business initiatives
- Growth opportunities into Executive Operations, Project Management, Operations Management, or Chief of Staff pathways
Interview Process
- Initial Application Review
- Spark Hire Intro Video
- Pavago Recruiter Interview
- Practical Executive Support Assessment
- Client Interview
- Offer & Onboarding
Apply Now
If you’re an experienced Executive Assistant who excels at organization, communication, calendar management, travel coordination, and executive support, we’d love to hear from you.
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