Executive Assistant / Operations Assistant

Pavago

United States

Remote

USD 60,000 - 90,000

Full time

4 days ago

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Job summary

Pavago is hiring an Executive Assistant / Operations Assistant to support leadership and keep day-to-day operations running smoothly. The role combines executive assistance, administrative coordination, task management, and operational support in a remote setting.

You will manage calendars, communications, follow-ups, documents, projects and recurring operational tasks while staying organized and proactive across priorities and stakeholders.

Qualifications

2+ years of experience as an Executive/Operations/Administrative Assistant or similar role.
Excellent spoken and written English skills.
Strong organizational and time-management abilities.
High attention to detail and accuracy.
Proficient with Google Workspace and/or Microsoft Office.
Experience managing calendars, meetings, documents and follow-ups.

Responsibilities

Manage calendars, appointments, and meetings across leaders and stakeholders.
Coordinate scheduling and travel logistics as needed.
Draft and coordinate internal and external communications; track follow-ups.
Maintain trackers for leadership priorities and project timelines.
Prepare reports, documents, and presentations; ensure accuracy and professionalism.
Support CRM and recurring operational processes; learn new software and AI tools.

Skills

Calendar management

Communication

Time management

Attention to detail

Independent work

Remote collaboration

Tools

Google Workspace

Microsoft Office

CRM tools

Job description

Executive Assistant / Operations Assistant – 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 a highly organized and proactive Executive Assistant / Operations Assistant to support leadership and help keep day‑to‑day business operations running smoothly.

This is a hands‑on support role combining executive assistance, administrative coordination, task management, communication, and operational support.

You’ll manage calendars, communications, follow‑ups, documents, projects, and recurring operational tasks while helping leadership stay organized and focused on higher‑priority initiatives.

This role is ideal for someone who is resourceful, detail‑oriented, proactive, and comfortable managing multiple priorities with limited supervision.

What You’ll Own

Executive & Calendar Support

Manage calendars, appointments, and meetings
Coordinate scheduling across internal and external stakeholders
Organize meeting logistics and ensure leadership is prepared
Manage scheduling changes and conflicting priorities
Coordinate travel and related logistics when required

Inbox, Communication & Follow‑Ups

Support inbox management and email organization when required
Draft and coordinate professional internal and external communications
Track important follow‑ups and outstanding requests
Ensure action items do not fall through the cracks
Escalate urgent or high‑priority matters appropriately

Task & Project Coordination

Track tasks, projects, deadlines, and action items
Follow up with stakeholders on outstanding deliverables
Maintain organized trackers for leadership priorities
Help coordinate administrative and operational projects
Provide visibility into deadlines, responsibilities, and next steps

Documents, Reports & Presentations

Prepare and format reports, documents, presentations, and spreadsheets
Maintain accurate and organized business documentation
Assist with data entry and administrative reporting
Organize shared files and information for easy access
Proofread materials for accuracy and professionalism

Operations & Systems Support

Support CRM and recurring operational processes
Maintain accurate information across company systems
Assist with administrative workflows and process coordination
Learn and navigate new software, platforms, and AI tools
Help identify missing information or operational gaps and follow through on resolution

Research & Administrative Support

Conduct online research as needed
Compile findings into clear, organized summaries
Assist leadership with special projects and administrative requests
Coordinate information across teams and stakeholders
Support miscellaneous business needs as priorities evolve

Requirements

2+ years of experience as an Executive Assistant, Virtual Assistant, Operations Assistant, Administrative Assistant, or similar role
Excellent spoken and written English
Strong organizational and time‑management skills
High attention to detail and accuracy
Strong proficiency with Google Workspace and/or Microsoft Office
Experience managing calendars, meetings, documents, and follow‑ups
Comfortable learning new software and AI tools
Ability to manage multiple priorities and deadlines simultaneously
Proactive and resourceful problem‑solving approachAble to work independently with limited supervision
Reliable internet connection and professional remote‑work setup
Ability to overlap with U.S. business hours

Nice to Have

Experience directly supporting founders, executives, or senior leadership
Experience with CRM or project management platforms
Experience coordinating travel and complex calendars
Strong Excel or Google Sheets skills
Familiarity with tools such as Slack, Zoom, Calendly, Asana, ClickUp, or similar platforms
Experience using ChatGPT or other AI productivity tools
Previous experience working with U.S.-based teams

What Makes You a Strong Fit

You’ll likely thrive in this role if you:

Stay organized even when priorities change quickly
Proactively follow up without needing reminders
Notice details and inconsistencies others may miss
Communicate clearly and professionally
Are comfortable figuring things out independently
Take ownership of tasks through completion
Can anticipate leadership needs and prepare accordingly
Enjoy creating structure in fast‑moving environments

What a Typical Day Looks Like

Your day may include reviewing leadership calendars and priorities, coordinating meetings, organizing inboxes, preparing documents, updating trackers, and following up on outstanding action items.

Throughout the day, you may conduct research, update CRM or operational systems, coordinate with internal and external stakeholders, prepare reports or presentations, and support leadership with administrative projects.

In short: you help keep leadership organized, priorities moving, and day‑to‑day operations running smoothly.

Key Metrics for Success