Executive Assistant
Pavago · Posted 1w ago
Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (Flexibility Required)
We’re hiring a high-performing Executive Assistant (EA) to support senior leadership in a fast-paced, high-accountability environment.
This is more than a traditional admin role — you’ll act as a strategic support partner responsible for calendar management, executive communication, travel coordination, meeting preparation, and operational execution.
You’ll help executives stay focused on high-impact priorities while ensuring scheduling, follow-ups, communication, and logistics run smoothly behind the scenes.
If you’re proactive, organized, detail-oriented, and thrive in fast-moving environments — this role is built for you.
• Manage complex executive calendars across multiple time zones
• Coordinate meetings, calls, travel, and scheduling priorities
• Resolve calendar conflicts and optimize executive time management
• Use Google Calendar, Microsoft Outlook, Calendly, and scheduling tools
• Draft, proofread, and send professional emails and communications
• Manage executive inboxes and prioritize important requests
• Screen calls, messages, and meeting requests
• Act as a liaison between executives, clients, and internal stakeholders
• Prepare agendas, briefing notes, talking points, and meeting materials
• Gather and organize information before meetings
• Take notes, track action items, and ensure follow-through
• Help executives stay aligned on priorities and deadlines
• Coordinate domestic and international travel arrangements
• Book flights, hotels, transportation, and itineraries
• Manage last-minute travel changes and scheduling adjustments
• Handle expense tracking and reimbursements
• Track executive priorities, projects, and ongoing initiatives
• Follow up with teams to ensure deadlines and deliverables are met
• Conduct research and prepare reports or summaries
• Maintain organized digital filing systems and documentation
• Handle confidential information with professionalism and discretion
• 3+ years of Executive Assistant or senior administrative support experience
• Experience supporting executives in fast-paced environments
• Strong calendar management and scheduling experience across time zones
• Proficiency with Google Workspace and Microsoft Office
• Strong written and verbal English communication skills
• High attention to detail and organizational ability
• Ability to manage confidential information professionally
• Experience in startups, agencies, consulting firms, or high-growth companies
• Familiarity with Slack, Zoom, Notion, Asana, or similar collaboration tools
• Experience supporting multiple executives simultaneously
• Exposure to operations, project coordination, or business support workflows
• Review executive calendars and prepare daily briefing notes
• Manage inboxes, scheduling requests, and executive communication
• Coordinate meetings, agendas, and follow-ups
• Handle travel planning and logistics management
• Track project updates and ensure priorities move forward
• Prepare reports, summaries, and next-day schedules
In short: you ensure executives operate with maximum efficiency, organization, and clarity.
• Calendar accuracy and scheduling efficiency
• Timely communication and follow-up execution
• Executive satisfaction and operational support quality
• Smooth travel coordination and logistics management
• Reduction in scheduling conflicts and administrative delays
• High-visibility role supporting senior leadership directly
• Opportunity to work closely with decision-makers and executives
• Fast-paced, professional, and growth-oriented environment
• Exposure to executive operations and business strategy
• Growth opportunities into Operations, Project Management, or Chief of Staff pathways
• Initial Phone Screen
• Video Interview with Recruiter
• Practical Task (Executive briefing memo or scheduling scenario)
• Client Interview
• Offer & Background Verification
Panama
India
Brazil
Australia