Executive Assistant

Pavago; United States; Remote; USD 70,000 - 100,000; Full time

Job summary

Pavago is seeking an Executive Assistant (EA) to support senior leaders remotely. This role handles calendars, communications, and operational tasks to keep executives focused on strategic priorities.

You’ll act as a gatekeeper, project coordinator, and communication hub, coordinating scheduling, travel, and meetings across time zones in a fast-paced environment.

Qualifications

• 3+ years supporting senior executives or leadership teams
• Experience managing complex calendars, travel coordination, and executive communications
• Proficiency with Google Workspace and Microsoft Office
• Strong written and verbal English communication
• Experience scheduling across multiple time zones
• Ability to handle confidential information professionally

Responsibilities

• Manage calendars across multiple time zones and optimize scheduling
• Coordinate internal meetings, client calls, events, and travel
• Prepare agendas, briefing notes, and meeting materials
• Track follow-ups and ensure deadlines are met
• Coordinate domestic and international travel and logistics
• Support projects and operational tasks for executives
• Maintain organized digital filing and confidential information

Skills

Highly organized

Detail-oriented

Proactive

English communication

Multitasking

Tools

Google Workspace

Microsoft Office

Slack

Zoom

Notion

Asana

Job description

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