Executive Assistant

Company

Pavago

Salary / Compensation

• Salary: Not specified

Overview / Job Description

Pavago is hiring a Remote Executive Assistant on behalf of its client to provide comprehensive executive and administrative support to leadership in a fast-paced remote environment.

The Executive Assistant will manage executive calendars, communications, meeting coordination, travel logistics, and operational support while ensuring executives remain organized, productive, and focused on strategic priorities. This role requires a proactive, highly organized, and resourceful professional who can manage multiple priorities independently and maintain a high level of confidentiality.

Responsibilities

Executive Calendar Management

• Manage executive calendars across multiple time zones.
• Schedule meetings, appointments, and business commitments.
• Resolve scheduling conflicts and prioritize executive availability.
• Prepare meeting agendas, reminders, and supporting materials.

Executive Communications

• Manage and organize executive email inboxes.
• Draft, edit, and proofread emails, reports, and internal communications.
• Coordinate communication between executives, internal teams, and external stakeholders.
• Track follow-ups and ensure timely completion of action items.

Travel & Logistics Coordination

• Arrange domestic and international business travel.
• Coordinate flights, hotels, transportation, and travel itineraries.
• Manage travel changes and last-minute schedule adjustments.
• Track and reconcile travel-related expenses.

Administrative & Operational Support

• Prepare presentations, reports, and business documents.
• Organize and maintain digital records and documentation.
• Process expense reports and administrative requests.
• Support operational projects and ongoing business initiatives.
• Complete ad hoc executive support tasks as required.

Meeting Coordination

• Schedule and coordinate virtual meetings.
• Prepare briefing materials and meeting documentation.
• Take meeting notes and distribute action items.
• Monitor follow-ups and ensure accountability for assigned tasks.

Requirements

Experience

• 2+ years of experience as:
  • Executive Assistant
  • Administrative Assistant
  • Virtual Assistant
  • Operations Coordinator
  • Or a similar administrative support role.
• Experience supporting executives, managers, directors, or leadership teams.
• Experience working in remote environments.

Skills & Competencies

• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to work independently with minimal supervision.
• High level of professionalism and reliability.
• Strong attention to detail.
• Excellent problem-solving and prioritization skills.
• Ability to manage multiple competing priorities.
• Ability to maintain confidentiality and discretion.

Preferred Qualifications

• Experience supporting executives within:
  • Startups
  • Agencies
  • Professional services firms
  • Remote organizations
• Experience managing multiple executive calendars.
• Experience coordinating meetings across international time zones.
• Familiarity with executive operations and project coordination.

Technical Skills

Microsoft Office

• Outlook
• Word
• Excel
• PowerPoint

Google Workspace

• Gmail
• Calendar
• Docs
• Sheets
• Drive

Collaboration & Project Management

• Slack
• Notion
• Asana
• Trello
• Similar collaboration platforms

Video Conferencing

• Zoom
• Microsoft Teams
• Google Meet

Candidate Profile

You SHOULD Apply If

• You have experience supporting executives or leadership teams.
• You are highly organized and enjoy managing complex schedules.
• You excel at multitasking in fast-paced environments.
• You communicate professionally with internal and external stakeholders.
• You proactively anticipate executive needs before they arise.
• You are comfortable working independently in a fully remote environment.
• You maintain confidentiality and handle sensitive information with discretion.

You Should NOT Apply If

• You have limited administrative or executive support experience.
• You struggle to manage multiple priorities simultaneously.
• You require constant supervision to stay organized.
• You are uncomfortable coordinating across multiple time zones.
• You have difficulty maintaining attention to detail or meeting deadlines.
• You prefer routine administrative work over dynamic executive support responsibilities.

Other Information

Work Style

• Full-time
• Fully remote
• Worldwide
• Supports executives during U.S. business hours

Department

• Executive Support

Success Metrics

• Executive calendars remain organized and optimized.
• Meetings and communications are coordinated efficiently.
• Administrative processes operate smoothly with minimal oversight.
• Leadership receives proactive support and timely follow-up.
• Projects and priorities remain organized and on schedule.

Additional Benefits / Highlights

• Opportunity to work directly with executive leadership.
• Broad exposure to executive operations, project coordination, and business administration.
• Fully remote work environment supporting U.S.-based executives.
• Dynamic role with a combination of executive support, operations, communications, and project coordination.
• Ideal for experienced Executive Assistants seeking a long-term remote opportunity in a fast-paced organization.