Operations Assistant | Executive Support & Special Projects

Pavago; United States; Remote; USD 70,000 - 95,000; Full time

Job summary

Pavago is seeking an Operations Assistant to support executive leadership and cross-functional projects in a fully remote setting. The role focuses on operational excellence, data management, and strategic initiatives across multiple teams.

You’ll own processes, run projects from planning to completion, and help create compelling content and reports. The position emphasizes ownership, adaptability, and privacy in handling confidential information.

Qualifications

• Experience supporting executives or in operations of a fast-growing organization.
• Ability to manage cross-functional projects and priority shifts in a remote setting.
• Experience with remote collaboration tools and data management.

Responsibilities

• Support leadership with day-to-day operational priorities and strategic initiatives.
• Coordinate projects from planning through completion and resolve roadblocks.
• Collect and maintain operational and client data; build dashboards and reports.
• Assist with content creation using AI tools and leadership-provided talking points.
• Coordinate vendor agreements, contracts, and approvals; handle billing reviews.
• Coordinate onboarding for new hires and support people operations.
• Plan and arrange travel and logistics; assist with events and communications.
• Build and improve workflows, SOPs, and operational systems using AI.

Skills

English proficiency

Organizational skills

Attention to detail

Prioritization

Problem solving

Professionalism & discretion

Google Workspace

Remote work setup

Tools

ChatGPT

Claude

Canva

Project Management Platforms

Google Sheets / Excel

Job description

Operations Assistant - Executive Support & Special Projects (Remote)

Operations | Executive Support | Project Coordination | AI Tools | Special Projects

Position Type: Full-Time, Remote
Location: LATAM & South Africa
Working Hours: U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring an Operations Assistant to support a fast-growing, entrepreneurial healthcare services company by driving operational excellence, executive support, and cross-functional project execution.

This is not a traditional administrative role. You’ll become a trusted extension of the leadership team owning projects, solving problems, improving processes, and ensuring critical initiatives move forward with minimal supervision.

You’ll work across operations, executive support, reporting, vendor management, marketing coordination, people operations, and special projects. Every day is different, requiring adaptability, resourcefulness, and a strong ownership mindset.

If you enjoy bringing structure to fast-moving environments, learning new skills, and becoming the person everyone relies on to keep the business running smoothly, this role is built for you.

What You’ll Own

Executive & Operations Support

Support leadership with day-to-day operational priorities and strategic initiatives. Manage administrative, operational, and cross-functional coordination tasks. Track action items and ensure timely follow-up across departments. Coordinate meetings, deliverables, and project timelines. Maintain organized documentation and operational records. Assist with workflow creation and continuous process improvement.

Project Management & Special Projects

Own projects from planning through completion. Research solutions and independently execute new initiatives. Coordinate cross-functional projects involving multiple stakeholders. Identify risks and proactively resolve operational roadblocks. Ensure projects are delivered accurately and on schedule.

Reporting & Data Management

Collect, organize, and maintain operational and client data. Build spreadsheets, dashboards, and management reports. Track KPIs and operational metrics. Support leadership with reporting and business insights. Maintain accuracy across multiple systems and datasets.

Marketing & Content Support

Assist with content creation using AI tools and leadership-provided talking points. Draft LinkedIn posts and company communications. Support newsletter creation and distribution. Assist with podcast publishing and content management. Create presentations, slide decks, and marketing materials. Coordinate conference materials and event preparation.

Vendor & Client Coordination

Coordinate vendor agreements and documentation. Track contracts, approvals, and signatures. Support client communication and administrative requests. Assist with billing reviews and operational follow-up. Ensure outstanding action items are completed promptly.

People Operations & Administrative Support

Coordinate onboarding activities for new hires. Maintain employee records and documentation. Track PTO requests and personnel updates. Support HR initiatives and internal administrative processes. Handle confidential information with professionalism and discretion.

Travel & Logistics

Coordinate travel arrangements and itineraries. Assist with event planning and logistics. Manage shipping, deliveries, and operational logistics. Support internal team coordination and administrative needs.

Systems & Process Improvement

Build and improve workflows, SOPs, and operational systems. Leverage AI tools to automate repetitive work and improve efficiency. Identify opportunities to streamline business operations. Document processes for consistency and scalability.

Requirements

Must-Have Qualifications

Experience Previous experience in: Operations Executive Assistance Project Coordination Administration Business Operations Experience supporting remote teams or executives. Comfortable working in fast-paced, entrepreneurial environments.

Core Skills

Excellent written and verbal English communication. Outstanding organizational and multitasking abilities. Strong attention to detail. Ability to manage shifting priorities independently. Strong problem-solving and critical-thinking skills. High level of professionalism and discretion. Proficiency with Google Workspace and modern productivity tools. Reliable internet connection and dedicated remote workspace.

Nice to Have

Experience supporting founders or executive leadership. Startup or high-growth company experience. Project management experience. Experience with: ChatGPT Claude Canva Marketing coordination experience. HR or People Operations experience. Experience creating SOPs and operational documentation. Strong spreadsheet and reporting skills.

Tools & Technologies

Google Workspace ChatGPT Claude Canva Project Management Platforms Google Sheets / Excel Internal Communication Platforms

What Makes You a Strong Fit

Exceptionally organized and dependable. Highly responsive with excellent follow-through. Comfortable managing multiple priorities simultaneously. Resourceful and capable of solving problems independently. Quick learner who adapts easily to new systems and tools. Calm under pressure and comfortable with ambiguity. Strong ownership mindset with outstanding attention to detail. Professional, trustworthy, and able to handle confidential information. Team-oriented and committed to helping others succeed.

What a Typical Day Looks Like

No two days are exactly the same. You may:

Support leadership with urgent operational priorities. Build reports and monitor business metrics. Draft content and company communications. Coordinate vendors, contracts, and approvals. Assist with onboarding and people operations. Manage special projects from start to finish. Organize travel and event logistics. Create presentations and operational documentation. Solve unexpected business challenges as they arise. Learn new tools and improve internal processes using AI.

In short: You keep the business organized, efficient, and moving forward by owning projects, solving operational challenges, and ensuring nothing falls through the cracks.

Key Metrics for Success (KPIs)

Projects completed accurately and on time. Fast response times and proactive communication. High-quality execution across multiple priorities. Improved operational efficiency and workflows. Accurate reporting and documentation. Strong follow-through on initiatives. High internal stakeholder satisfaction. Successful management of multiple concurrent projects.

Why This Role Stands Out

High-trust position working directly with company leadership. Significant ownership and autonomy. Exposure to operations, executive support, marketing, HR, and special projects. Opportunity to rapidly expand your skill set across multiple business functions. Fully remote, entrepreneurial work environment. Clear career progression into: Operations Manager Executive Operations Lead Chief of Staff Business Operations Manager

Interview Process

Application Review Spark Hire Intro Video (3–5 minutes) Client Interview Offer & Onboarding