Executive Assistant

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

1. Initial Application Review
2. Spark Hire Intro Video
3. Pavago Recruiter Interview
4. Practical Executive Support Assessment
5. Client Interview
6. 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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