Executive Assistant

Executive Assistant (EA) – Remote | Executive Support, Calendar Management & Operations

Position Type: Full-Time, Remote

Working Hours: U.S. Client Business Hours (flexibility required)

About the Role

• At Pavago, one of our clients is hiring a high-performing Executive Assistant (EA) to provide high-level administrative and operational support to senior leadership.
• This is not a basic admin role.

You’ll act as

• A gatekeeper
• A trusted operator
• A project coordinator
• A communication hub
• Your role is to ensure executives stay focused on high-impact priorities while you manage scheduling, communication, logistics, coordination, and execution behind the scenes.
• If you’re proactive, detail-oriented, highly organized, and thrive in fast-paced environments, this role is built for you.

What You’ll Own

Calendar & Executive Scheduling

Manage complex executive calendars across multiple time zones

Coordinate

• Internal meetings
• Client calls

Events

• Travel schedules
• Prioritize requests and resolve scheduling conflicts proactively

Optimize executive time and daily workflows using

Google Calendar

Microsoft Outlook

Executive Communication & Correspondence

• Draft, proofread, and send professional emails and memos
• Screen inboxes, calls, and requests while escalating priority items appropriately
• Act as a liaison between executives, clients, vendors, and internal teams
• Maintain clear, professional, and timely communication across stakeholders

Meeting Preparation & Follow-Up

Prepare

Agendas

• Briefing notes
• Talking points
• Meeting materials
• Gather and organize background information before meetings
• Record notes and action items during meetings
• Track follow-ups and ensure deadlines and commitments are completed

Travel & Logistics Coordination

Coordinate domestic and international travel arrangements

Book

Flights

Hotels

Transportation

• Build detailed travel itineraries
• Handle last-minute travel or scheduling changes efficiently
• Process expense reports and reimbursements accurately

Project & Operational Support

• Track executive priorities, projects, and deliverables
• Conduct research and prepare reports, summaries, or presentations
• Follow up with departments to ensure tasks remain on track
• Support onboarding and offboarding coordination when required

Administrative Operations

• Maintain organized digital filing systems and documentation
• Manage document versions, approvals, and shared files
• Handle confidential information with professionalism and discretion
• Ensure operational workflows remain organized and efficient

What Success Looks Like

• Executive calendars run smoothly with minimal conflicts
• Meetings, travel, and logistics are coordinated flawlessly
• Communication is timely, clear, and professional
• Executives stay focused on strategic priorities instead of admin tasks
• Follow-ups and deliverables are consistently completed on time
• Stakeholders trust your organization, responsiveness, and reliability

What Makes You a Strong Fit

• Highly organized and detail-oriented
• Proactive and able to anticipate needs before issues arise
• Strong written and verbal communicator
• Comfortable working in fast-paced, high-pressure environments
• Able to manage multiple priorities without losing accuracy
• Professional, polished, and highly dependable

Requirements (Must-Have)

Experience

3+ years supporting senior executives or leadership teams

Experience managing

• Complex calendars
• Travel coordination
• Executive communications

Core Skills

Proficiency with

Google Workspace

Microsoft Office

• Strong written and verbal English communication
• Experience scheduling across multiple time zones
• Ability to handle confidential information professionally

Nice to Have

Experience supporting executives in

Startups

Agencies

• Professional services
• High-growth companies

Familiarity with

Slack

Zoom

Notion

Asana

• Experience supporting multiple executives simultaneously
• Exposure to operations or project coordination responsibilities

What a Typical Day Looks Like

• Review executive calendars and prepare briefing notes
• Manage inboxes and prioritize urgent communication
• Coordinate meetings and prepare agendas/materials
• Schedule travel and handle logistics updates
• Follow up on ongoing projects and executive priorities
• Prepare reports, summaries, or documentation
• Organize tasks and prepare next-day schedules
• In short: you keep executives organized, informed, and operating at maximum efficiency.

Key Metrics (KPIs)

• Calendar accuracy and reduced scheduling conflicts
• Timely follow-up on executive priorities
• Executive and stakeholder satisfaction
• Accurate travel coordination and expense reporting
• Reduced administrative burden for leadership
• Responsiveness and communication quality

Why This Role Stands Out

• High visibility and direct exposure to leadership
• Opportunity to become a true operational partner to executives
• Fast-paced environment with meaningful ownership

Strong growth path into

Operations Management

Chief of Staff support

Project Coordination

Executive Operations

Interview Process

Initial Phone Screen

Video Interview with Pavago Recruiter

Practical Task (Scheduling or Executive Briefing Exercise)

Client Interview with Leadership

Offer & Background Verification

Apply Now

If you

Thrive in high-accountability environments

Enjoy keeping people and operations organized

Anticipate problems before they happen

Take pride in precision, responsiveness, and execution

This is a strong opportunity to become the trusted right hand to senior leadership.

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Pavago - Connecting You to Global Remote Opportunities 🌍

At Pavago, we redefine the boundaries of talent recruitment. Dive into a world where your geographical location doesn't restrict your career aspirations. As a distinguished international recruitment agency, we specialize in connecting remote talents with companies eager to tap into global expertise.

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Competitive Pay: Command the salary you deserve, regardless of where you reside.

Broad Horizons: Unlock a wide array of remote positions spanning diverse industries and regions.

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Whether you're a seasoned professional hunting for a novel global venture or a budding talent keen on leaving an international imprint, Pavago is your conduit to businesses that appreciate and seek out worldwide perspectives.

Embrace a realm where opportunities transcend borders. Together, let's pioneer the next era of remote work. 🚀

Explore global opportunities with us today!"