Senior Executive Assistant

Pavago; United States; Remote; USD 110,000 - 160,000; Full time

Job summary

Pavago is hiring a Senior Executive Assistant to partner with the CEO and C-Suite, ensuring leaders stay organized and focused. You’ll manage calendars, communications, travel, and strategic projects, acting as a trusted extension of leadership in a fast-paced environment.

Ideal candidates have 5+ years supporting top executives, superior discretion, and superb English communication. This fully remote role offers high ownership and opportunities to shape operations across the company.

Qualifications

• 5+ years in executive support roles (EA, senior admin, chief of staff, or executive operations).
• Experience supporting CEOs/Founders/Presidents/C-Suite leaders.
• Proven ability to manage complex calendars across multiple time zones.
• Strong written and verbal English communication and professionalism.
• Ability to manage high-priority projects and confidential information.

Responsibilities

• Manage complex executive calendars across multiple time zones and coordinate meetings.
• Screen and draft executive communications including emails, reports, and presentations.
• Coordinate domestic and international travel and prepare itineraries.
• Support strategic initiatives and cross-functional project coordination.
• Prepare executive briefings and meeting materials; take and distribute action items.

Skills

Executive support

Calendar management

Executive communications

Project management

Discretion & confidentiality

Professional communication

Education

Bachelor's degree

Tools

Microsoft Office

Google Workspace

Asana

Monday.com

Notion

Trello

Zoom

Microsoft Teams

Google Meet

Job description

Senior Executive Assistant (CEO & C-Suite Support) - Remote

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

About the Role

At Pavago, one of our clients is hiring a highly experienced Senior Executive Assistant to serve as a strategic partner to the CEO and executive leadership team. This is a high-impact role responsible for ensuring executives remain organized, focused, and able to operate at their highest level.

This goes far beyond traditional administrative support.

You’ll manage executive calendars, communications, travel, strategic projects, and cross-functional coordination while serving as a trusted extension of leadership. Success in this role requires exceptional organization, sound judgment, discretion, and the ability to anticipate needs before they arise.

If you thrive in fast-paced environments, enjoy supporting senior executives, and take ownership of complex priorities, this role is a strong fit.

What You’ll Own

Executive Calendar & Time Management

• Manage complex executive calendars across multiple time zones.
• Coordinate internal and external meetings.
• Prioritize schedules while protecting executive focus time.
• Resolve scheduling conflicts proactively.
• Prepare meeting agendas, executive briefings, and supporting materials.
• Ensure leadership remains focused on high-impact priorities.

Executive Communications

• Manage and prioritize executive email communications.
• Screen calls and correspondence on behalf of leadership.
• Draft, edit, and proofread:
  • Emails
  • Reports
  • Presentations
  • Executive communications
• Serve as a trusted point of contact for internal and external stakeholders.
• Maintain professional, diplomatic, and confidential communication at all times.

Travel & Logistics Management

• Coordinate domestic and international travel arrangements.
• Book flights, accommodations, transportation, and itineraries.
• Prepare detailed travel schedules and briefing materials.
• Handle last-minute itinerary changes efficiently.
• Track and reconcile travel expenses.

Project & Operations Support

• Support strategic initiatives and executive projects.
• Track deadlines, deliverables, and action items.
• Coordinate cross-functional teams and stakeholders.
• Conduct research and prepare executive summaries.
• Assist leadership with operational and administrative priorities.

Meeting & Event Coordination

• Organize:
  • Executive meetings
  • Leadership meetings
  • Board meetings
  • Off-sites
  • Company events
• Prepare presentations and meeting materials.
• Take meeting notes and distribute action items.
• Coordinate virtual and in-person meeting logistics.

Administrative Management

• Maintain confidential records, contracts, and documentation.
• Process expense reports, invoices, and budget tracking.
• Improve administrative systems and workflows.
• Maintain organized executive files and documentation.
• Support day-to-day executive office operations.

What Success Looks Like

• Executive calendars run smoothly with minimal oversight.
• Leadership remains organized, informed, and focused.
• Meetings, projects, and follow‑ups stay on schedule.
• Travel and logistics are managed seamlessly.
• Confidential information is handled with professionalism.
• Administrative processes continue improving as the business grows.

What Makes You a Strong Fit

• You anticipate executive needs before they arise.
• You thrive in high‑trust environments.
• You remain calm under pressure and manage competing priorities effectively.
• You communicate professionally with executives and stakeholders.
• You solve problems independently and proactively.
• You maintain exceptional attention to detail while moving quickly.

Required Experience & Skills

Experience

• 5+ years of experience as an:
  • Executive Assistant
  • Senior Administrative Assistant
  • Chief of Staff
  • Executive Operations professional
• Proven experience supporting:
  • CEOs
  • Founders
  • Presidents
  • C‑Suite executives
• Experience managing:
  • Complex executive calendars
  • Executive communications
  • High‑priority projects
• Strong organizational and project management skills.
• Excellent written and verbal English communication.
• High level of professionalism, discretion, and confidentiality.
• Ability to manage multiple priorities in fast‑paced environments.

Nice to Have

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Experience supporting executives in:
  • Startups
  • Consulting
  • Finance
  • Legal
  • Technology
  • High‑growth organizations
• Experience coordinating domestic and international travel.
• Experience preparing executive presentations and reports.
• Experience supporting board members and senior stakeholders.

Tech Stack

• Microsoft Office Suite
  • Outlook
  • Word
  • Excel
  • PowerPoint
• Google Workspace
  • Gmail
  • Calendar
  • Docs
  • Sheets
  • Drive
• Project Management Tools
  • Asana
  • Monday.com
  • Notion
  • Trello
• Video Conferencing
  • Zoom
  • Microsoft Teams
  • Google Meet
• Expense and travel management platforms
• AI productivity tools (ChatGPT, Microsoft Copilot, or similar)

What a Typical Day Looks Like

• Review and prioritize the executive inbox.
• Manage calendar requests and scheduling conflicts.
• Coordinate meetings across multiple time zones.
• Draft executive emails, reports, and presentations.
• Arrange travel and prepare itineraries.
• Track strategic initiatives and follow up on action items.
• Prepare executive briefings and meeting materials.
• Coordinate with internal and external stakeholders.
• Improve administrative workflows and processes.

In short: You’ll ensure executives stay organized, informed, and focused by managing priorities, communications, projects, and operations with exceptional precision.

Key Metrics for Success (KPIs)

• Executive calendar accuracy and scheduling efficiency.
• Inbox and communication responsiveness.
• On‑time completion of executive projects and follow‑ups.
• Travel planning accuracy and efficiency.
• Executive satisfaction and stakeholder feedback.
• Administrative process improvements.
• Accuracy of documentation and reporting.

Why This Role Stands Out

• Direct partnership with executive leadership.
• High ownership and visibility across the business.
• Opportunity to influence operations and executive effectiveness.
• Exposure to strategic planning, cross‑functional initiatives, and decision‑making.
• Fully remote role with long‑term growth opportunities.
• Career progression into:
  • Executive Operations Manager
  • Chief of Staff
  • Director of Operations
  • Business Operations Leader

Interview Process

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