Job Description
Senior Executive Assistant (CEO & C-Suite Support) – Remote
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours
About the Role
At Pavago, one of our clients is hiring a Senior Executive Assistant to provide high-level strategic and operational support to the CEO and executive leadership team.
This is not a traditional administrative role.
You’ll serve as a trusted partner to senior leadership by managing executive operations, coordinating complex schedules, driving cross-functional initiatives, and ensuring day-to-day priorities are executed efficiently.
You’ll work closely with executives, internal teams, and external stakeholders to keep communication, projects, and operations running seamlessly in a fast-paced environment.
If you’re proactive, highly organized, resourceful, and thrive in high-accountability executive support roles, this position is a strong fit.
What You’ll Own
Executive Calendar & Time Management
- Manage complex executive calendars across multiple time zones.
- Coordinate internal and external meetings.
- Prioritize schedules to protect executive focus time.
- Resolve scheduling conflicts proactively.
- Prepare meeting agendas, briefing materials, and executive packets.
- Ensure leadership stays aligned with critical priorities and deadlines.
Executive Communications
Manage and prioritize executive inboxes and communications.
Draft, edit, and proofread:
- Emails
- Reports
- Presentations
- Executive correspondence
Screen calls and incoming communications on behalf of leadership.
Serve as a key point of contact for internal and external stakeholders.
Maintain professionalism, discretion, and confidentiality in all interactions.
Travel & Logistics Management
- Coordinate domestic and international travel arrangements.
- Book flights, accommodations, transportation, and meeting logistics.
- Prepare detailed travel itineraries and briefing documents.
- Manage last-minute travel changes efficiently.
- Track and reconcile travel-related expenses.
Project & Executive Operations Support
- Support strategic initiatives and executive priorities.
- Track projects, action items, deadlines, and deliverables.
- Coordinate cross-functional teams and stakeholder communication.
- Conduct research and prepare executive summaries.
- Assist leadership with operational planning and administrative execution.
Meeting & Event Coordination
- Organize executive meetings, leadership sessions, board meetings, and off-sites.
- Prepare presentations, reports, and briefing materials.
- Record meeting notes and distribute action items.
- Coordinate virtual and in-person meeting logistics.
- Ensure follow-through on executive commitments and next steps.
Administrative Operations
- Maintain confidential records, contracts, and documentation.
- Process expense reports, invoices, and budget tracking.
- Organize executive files and documentation.
- Improve administrative systems and operational workflows.
- Support executive office organization and process optimization.
What Success Looks Like
- Executive calendars run efficiently with minimal oversight.
- Meetings, priorities, and strategic projects remain organized and on track.
- Leadership receives timely, proactive support.
- Travel and logistics are coordinated seamlessly.
- Confidential information is handled with the highest level of professionalism.
- Administrative processes become increasingly efficient and scalable.
What Makes You a Strong Fit
- Highly organized with exceptional attention to detail.
- Proactive and resourceful with a strong ownership mindset.
- Excellent communicator with outstanding written and verbal English skills.
- Calm under pressure and able to manage competing priorities.
- Strong problem-solving and decision-making abilities.
- Professional, trustworthy, and highly discreet.
- Comfortable working independently in a remote environment.
Required Experience & Skills
Experience
5+ years of experience as an:
- Executive Assistant
- Senior Administrative Assistant
- Chief of Staff
- Executive Operations professional
Proven experience supporting:
- CEOs
- Founders
- Presidents
- C-Suite executives
Experience managing complex calendars, executive communications, and high-priority projects.
Strong organizational and project management skills.
Nice to Have
Bachelor’s degree in:
- Business Administration
- Communications
- Related field
Experience supporting leadership in:
- Startups
- Consulting
- Finance
- Legal
- Technology
- High-growth organizations
Experience coordinating domestic and international travel.
Experience preparing executive presentations and reports.
Experience working with board members and senior stakeholders.
Tools & Platforms
Microsoft Office Suite
- Outlook
- Word
- Excel
- PowerPoint
Google Workspace
- Gmail
- Calendar
- Docs
- Sheets
- Drive
Project management platforms such as:
- Asana
- Monday.com
- Notion
- Trello
Video conferencing platforms:
- Zoom
- Microsoft Teams
- Google Meet
Expense and travel management tools
What a Typical Day Looks Like
- Manage executive calendars and scheduling priorities.
- Coordinate meetings across multiple time zones.
- Review and organize executive communications.
- Prepare presentations, reports, and meeting materials.
- Coordinate travel arrangements and itineraries.
- Track strategic initiatives and project deadlines.
- Support leadership with operational priorities and follow-ups.
- Improve administrative workflows and executive support processes.
In short: You’ll enable executive leadership to focus on strategic priorities by keeping operations, communication, projects, and logistics running efficiently.
Key Metrics for Success (KPIs)
- Executive calendar accuracy and scheduling efficiency.
- Timely completion of executive priorities and follow-ups.
- Accuracy and professionalism of executive communications.
- Successful coordination of travel and meetings.
- Administrative process improvements.
- Leadership satisfaction and operational reliability.
- Confidentiality and documentation accuracy.
Why This Role Stands Out
Trusted partnership with executive leadership.
High visibility across strategic business initiatives.
Opportunity to support C-Suite decision-making and operations.
Diverse responsibilities spanning operations, communication, and project coordination.
Fully remote role with long-term growth opportunities.
Career progression into:
- Chief of Staff
- Executive Operations Manager
- Operations Director
- Business Operations Lead
Interview Process
- Application Review
- Spark Hire Intro Video (3–5 minutes)
- Client Interview
- Offer & Onboarding
What Happens After You Apply
After submitting your application, you’ll receive an email invitation from Spark Hire to record a short 3–5 minute Intro Video. This is the first step in our hiring process and can be completed whenever it’s convenient for you.
Instead of multiple initial screening calls, you’ll have one opportunity to introduce yourself, discuss your experience supporting executives, managing complex calendars, coordinating projects, handling confidential information, and keeping leadership organized in fast-paced environments. Your video will be reviewed by the hiring team before moving to the client interview.
You can record your video as many times as you’d like before submitting it—only your final version will be reviewed.
Please keep an eye on both your inbox and spam folder for your Spark Hire invitation after applying.
Apply Now
If you’re passionate about executive support, thrive in high-accountability environments, and enjoy helping senior leaders operate at their best, we’d love to hear from you. Apply today and become a trusted partner to executive leadership in a growing organization.
