Admin Executive Assistant

Pavago; United States; Remote; USD 55,000 - 75,000; Full time

Job summary

Pavago is hiring an Admin Executive Assistant to support executive coordination, operations, compliance workflows, client onboarding, and records management within a structured IT Asset Disposition (ITAD) environment.

This remote role requires high attention to detail, ownership, and the ability to operate within U.S. business hours. You will ensure tasks are tracked, documented, and completed accurately across Google Workspace, Slack, and CRM systems.

Qualifications

• 3+ years of experience in an Executive/Administrative/Operations role.
• Strong experience with Google Workspace and calendar management.
• Proficient in Slack for internal comms and Salesforce or another CRM.
• Excellent written and verbal English communication; highly professional and discreet.

Responsibilities

• Manage calendars, meetings, and daily administrative coordination.
• Support leadership with priorities, follow-ups, and cross-functional coordination.
• Track client onboarding from initiation to completion and document status.
• Maintain audit-ready documentation and ensure accurate records across systems.
• Coordinate with internal teams to keep workflows moving and compliant.

Skills

Attention to detail

Organizational skills

Communication

Independent work

Confidentiality

Time management

Tools

Google Workspace

Slack

Salesforce or CRM

Job description

Admin Executive Assistant (Operations, Compliance & ITAD) – Remote | U.S. Hours

Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring an Admin Executive Assistant to support executive coordination, operations, compliance workflows, client onboarding, and records management within a structured IT Asset Disposition (ITAD) environment.

This is a detail-critical, execution-focused role where accuracy matters. You’ll serve as an operational control layer, ensuring documentation is complete, systems remain organized, follow-ups happen on time, and important details don’t fall through the cracks.

Small errors in dates, records, documentation, or communication can create downstream operational and financial risk. We’re therefore looking for someone who is exceptionally organized, disciplined, and comfortable working in process-driven environments.

If you naturally catch inconsistencies, maintain organized systems, and follow tasks through to completion, this role is a strong fit.

What You’ll Own

Executive & Administrative Support

• Manage calendars, scheduling, meetings, and day-to-day administrative coordination.
• Support leadership with priorities, communication, and follow-ups.
• Coordinate across leadership, clients, and internal teams.
• Anticipate scheduling conflicts and operational needs before they become issues.
• Protect leadership bandwidth by independently handling routine coordination.
• Ensure action items and follow-ups are completed on time.

Compliance & Documentation Support

• Maintain accurate, organized, and audit-ready documentation.
• Support compliance-sensitive workflows within ITAD operations.
• Verify that records are complete, accurate, and properly stored.
• Maintain clear documentation trails for operational activities.
• Follow established procedures and compliance requirements consistently.
• Assist with audit preparation and documentation requests when required.

Client Onboarding & Operational Coordination

• Track client onboarding from initiation through completion.
• Coordinate required information, documentation, and internal handoffs.
• Maintain visibility into outstanding onboarding items.
• Follow up proactively when information or approvals are missing.
• Ensure onboarding records remain accurate and properly documented.
• Coordinate with internal teams to keep client workflows moving efficiently.

Quality Control & Operational Tracking

• Review operational information before execution to catch potential errors.
• Validate:
• Names and contact information
• Dates and schedules
• Records and documentation
• Numbers and operational details
• Identify missing, inconsistent, or conflicting information.
• Track operational updates, process changes, and outstanding tasks.
• Flag risks or discrepancies before they create downstream problems.

Systems & Records Management

• Maintain clean and organized information across:
• Google Workspace
• Slack
• Salesforce or similar CRM platforms
• Keep records searchable, accessible, consistent, and up to date.
• Maintain structured digital filing and documentation systems.
• Ensure information remains reliable across multiple operational systems.
• Support long-term documentation accuracy and operational continuity.

What Makes You a Strong Fit

• You have exceptional attention to detail and notice inconsistencies quickly.
• You’re highly organized and comfortable working within structured processes.
• You take ownership rather than waiting for repeated instructions.
• You follow tasks through until they are completely resolved.
• You can manage multiple priorities without sacrificing accuracy.
• You communicate professionally with executives, clients, and internal teams.
• You’re comfortable handling confidential and compliance-sensitive information.
• You work effectively with minimal supervision.

Required Experience & Skills

• 3+ years of experience as an Executive Assistant, Administrative Assistant, Virtual Assistant, Operations Assistant, or similar role.
• Strong experience with Google Workspace.
• Experience using Slack for internal communication and coordination.
• Experience with Salesforce or another CRM platform.
• Strong calendar, scheduling, and administrative coordination experience.
• Excellent written and verbal English communication skills.
• Exceptional attention to detail and accuracy.
• Strong organizational and records-management skills.
• Ability to manage multiple workflows and deadlines simultaneously.
• Ability to work independently and solve problems proactively.
• High level of professionalism, discretion, and confidentiality.
• Availability to work aligned with U.S. business hours.

Nice to Have

• Experience in IT Asset Disposition (ITAD) or IT operations.
• Experience working in compliance-heavy or regulated environments.
• Familiarity with audit preparation and compliance documentation.
• Experience supporting founders, executives, or senior leadership.
• Client onboarding or implementation coordination experience.
• Experience maintaining operational trackers, SOPs, and process documentation.

What a Typical Day Looks Like

You may:

• Review leadership calendars and coordinate upcoming meetings.
• Follow up on outstanding tasks and client requests.
• Track the progress of new client onboarding.
• Review records for incorrect dates, missing information, or inconsistencies.
• Maintain compliance and operational documentation.
• Update CRM records and internal tracking systems.
• Coordinate communication between leadership, clients, and internal teams.
• Organize documents and ensure records remain audit-ready.
• Flag potential operational issues before they escalat

In short: you ensure executive support and operations remain accurate, organized, compliant, and under control.

Key Metrics for Success

• Audit-ready and consistently organized documentation.
• Minimal operational and documentation errors.