Job description
Job Title: Executive Assistant
Position Type: Full-Time, Remote
Time Zone: CST/ EST
About Pavago
Pavago is seeking a highly organized, detail-oriented, and proactive Executive Assistant to support our client’s leadership team. This role is vital for streamlining daily operations, improving communication, managing key projects, and handling a variety of administrative responsibilities to help leadership stay focused on big-picture goals.
Key Responsibilities
Executive & Administrative Support
- Provide high-level executive support to streamline organization, prioritization, and communication across tasks and teams.
- Manage email inbox and calendar: sort, prioritize, and respond to routine inquiries with minimal direction.
- Handle miscellaneous administrative duties including travel arrangements, meeting and appointment scheduling, and online purchases.
- Perform research tasks, manage small projects, and track follow-ups to ensure nothing slips through the cracks.
Communication & Coordination
- Act as a reliable gatekeeper and liaison between leadership and internal/external stakeholders.
- Draft and manage professional communication (emails, messages, memos) with clarity and timeliness.
- Track action items and deliverables from team meetings and ensure accountability.
- Coordinate communication between leadership and team members to maintain seamless project flow.
Project & Task Management
- Track, organize, and follow up on projects and tasks using tools like ClickUp, Google Workspace, or other PM platforms.
- Ensure recurring tasks and responsibilities are executed reliably without constant supervision.
- Create systems to support efficiency and accountability in day-to-day operations.
What Makes You a Perfect Fit
- Proactive & Responsible: You take initiative, solve problems independently, and don’t let things sit.
- Strong Follow-Through: You consistently follow through and complete tasks reliably.
- Highly Organized: You can juggle multiple tasks, projects, and communications with attention to detail.
- Clear Communicator: You write and speak clearly and professionally across all formats.
- Technically Savvy: Comfortable navigating Microsoft Office, Google Workspace, and project management/reporting tools.
Required Skills & Experience
- 3–4 years of proven experience in an executive assistant or operations support role.
- Experience working with executives who are often unavailable, requiring strong initiative and ownership.
- Familiarity with communication tools (Gmail, Slack), calendar tools (Google/Outlook), and cloud-based document systems.
- Experience creating presentations and reports in Excel, PowerPoint, Google Sheets, Canva, etc.
- Familiarity with reporting tools like Salesforce or Tableau is a plus.
- Exceptional verbal and written communication skills in English.
- Proven ability to reduce executive workload, not add to it.
What a Typical Day Looks Like
- Start by reviewing emails, messages, and tasks for the day.
- Coordinate with leadership and the team for updates, priorities, and upcoming meetings.
- Manage communication flows, calendar events, and schedule logistics.
- Prepare reports, financial summaries, and presentations.
- Tackle miscellaneous tasks from travel arrangements to online research and document preparation.
- Ensure all responsibilities are handled smoothly, proactively, and with minimal supervision.
Interview Process
- Initial Phone Call – A brief conversation to assess your experience and communication style.
- Final Interview – A deeper discussion with the client to evaluate alignment and work style.
- Offer Placement – Top candidates will receive an offer to join the Pavago team.
