Executive Assistant at Pavago — Kenya

About The Role

# Executive Assistant (Operations & Client Coordination)
> Pavago · Kenya (Remote) · — · Posted 2026-05-20
**Workplace:** remote
**Department:** Candidate Sourcing
## Description
### Job Title: Executive Assistant (Operations & Client Coordination)
**Position Type:** Full-Time, Remote
**Working Hours:** U.S. Business Hours

### About the Role

We are seeking a highly organized and proactive Executive Assistant (Operations & Client Coordination) to support daily operations and client coordination for a fast-growing business in the automotive space.

This role goes beyond basic administrative support—you will act as a key operational partner to the founder, managing client communication, coordinating with contractors, and ensuring smooth execution across multiple workflows. The ideal candidate is detail-oriented, resourceful, and comfortable working in a fast-paced environment with shifting priorities.

### Responsibilities

### Client Management

Manage inbound client inquiries and prioritize urgent requests.
Draft and send professional client communications, including updates and summaries.
Ensure timely follow-ups and maintain a high-quality client experience.

### Contractor Coordination

Coordinate with freelance contractors on active projects and deals.
Track progress and ensure timelines and deliverables are met.
Maintain clear communication between all stakeholders.

### CRM & Administrative Management

Maintain and organize CRM systems, **specifically GoHighLevel (GHL)**.
Ensure accurate and up-to-date client and deal records.
Support onboarding by collecting and organizing client information.

### Communication & Scheduling

Manage calendar scheduling, meetings, and daily priorities using **Google Calendar and Gmail**.
Prepare materials and context for client or partner calls.
Support daily check-ins to ensure alignment on priorities.

### Research & Reporting

Conduct light research including market comparisons, inventory checks, and basic data gathering.
Support decision-making by organizing and presenting relevant information.

### What Makes You a Perfect Fit

Highly organized with strong attention to detail.
Proactive and able to work independently with minimal supervision.
Comfortable managing multiple workflows in a fast-paced environment.
Strong communicator who can represent the business professionally.
Reliable and responsive during U.S. working hours.

### Required Experience & Skills (Minimum)

2+ years of experience supporting a founder, executive, or small business owner.
Strong hands-on experience with **GoHighLevel (GHL)**.
**Proficiency in Google Workspace (G Suite), including Gmail, Google Calendar, Docs, and Drive — this is a must-have.**
Experience managing client communication and follow-ups.
Strong organizational and multitasking abilities.
Excellent written and verbal English communication skills.
Ability to work independently and manage shifting priorities effectively.
Reliable internet connection and professional remote work setup.

### Tools & Systems

### Must-Have Tools (Non-Negotiable)

**GoHighLevel (GHL)**
**Google Workspace (G Suite): Gmail, Google Calendar, Google Docs, Google Drive**

### Nice-to-Have Tools

Gamma (or similar presentation tools)
Slide creation tools (Google Slides, PowerPoint, etc.)
Notebook LM or similar tools for organization and research

### What Does a Typical Day Look Like?
An Executive Assistant’s day is focused on keeping operations organized and ensuring smooth communication across the business. You will:

Manage client inquiries and follow-ups.
Coordinate with contractors and track progress.
Maintain CRM records and ensure data accuracy.
Schedule meetings and support daily planning.
Conduct research and organize key information.

**In essence:** you are the operational backbone, ensuring nothing falls through the cracks while supporting both clients and internal workflows.
### Key Metrics for Success (KPIs)