Pavago
Staffing and Recruiting
ExecutiveAssistant
Neural analysis suggests this role is
optimal for Mid candidates.
“Executive Assistant at Pavago. Skills: Executive Support, Calendar Management, Operations, Scheduling, Communication, Logistics, Coordination, Execution, Travel Coordination, Project Support. Manage complex executive calendars across multiple time zones. Coordinate internal meetings, client calls, events, and travel schedules”
What You'll Achieve.
Executive calendars run smoothly with minimal conflicts; Meetings, travel, and logistics are coordinated flawlessly; Communication is timely, clear, and professional; Executives stay focused on strategic priorities instead of admin tasks; Follow-ups and deliverables are consistently completed on time; Stakeholders trust your organization, responsiveness, and reliability; Calendar accuracy and reduced scheduling conflicts; Timely follow-up on executive priorities; Executive and stakeholder satisfaction; Accurate travel coordination and expense reporting; Reduced administrative burden for leadership; Responsiveness and communication quality
Industry & Context.
Prioritize requests and resolve scheduling conflicts proactively; Able to manage multiple priorities without losing accuracy; Anticipate problems before they happen
U. S. Client Business Hours (flexibility required)
What They're Looking For.
Must Have
3+ years supporting senior executives or leadership teams, Experience managing complex calendars, Experience managing travel coordination, Experience managing executive communications, Proficiency with Google Workspace, Proficiency with Microsoft Office, Written and verbal English communication, Experience scheduling across multiple time zones, Ability to handle confidential information professionally
Nice to Have
Supporting executives in Startups, Supporting executives in Agencies, Supporting executives in Professional services, Supporting executives in High-growth companies, Familiarity with Slack, Familiarity with Zoom, Familiarity with Notion, Familiarity with Asana, Experience supporting multiple executives simultaneously, Exposure to operations or project coordination responsibilities
What You'll Do.
Manage complex executive calendars across multiple time zones
Coordinate internal meetings
Prioritize requests and resolve scheduling conflicts proactively
Optimize executive time and daily workflows
and send professional emails and memos
and requests while escalating priority items appropriately
Act as a liaison between executives
and timely communication across stakeholders
and meeting materials
Gather and organize background information before meetings
Record notes and action items during meetings
Track follow-ups and ensure deadlines and commitments are completed
Coordinate domestic and international travel arrangements
Build detailed travel itineraries
Handle last-minute travel or scheduling changes efficiently
Process expense reports and reimbursements accurately
Track executive priorities
Conduct research and prepare reports
Follow up with departments to ensure tasks remain on track
Support onboarding and offboarding coordination when required
Maintain organized digital filing systems and documentation
Manage document versions
Handle confidential information with professionalism and discretion
Ensure operational workflows remain organized and efficient
How You'll Work.
Team & Collaboration
Act as a liaison between executives, clients, vendors, and internal teams; Maintain clear, professional, and timely communication across stakeholders; Follow up with departments to ensure tasks remain on track
Communication Scope
Written and verbal English communication; Clear, professional, and timely communication across stakeholders; Written and verbal communicator
Process & Methodology
Project coordinator, Track executive priorities, projects, and deliverables, Follow up with departments to ensure tasks remain on track, Project Coordination
Full Job Description
### **Executive Assistant (EA) – Remote | Executive Support, Calendar Management & Operations** **Position Type:** Full-Time, Remote **Working Hours:** U.S. Client Business Hours (flexibility required) ### **About the Role** At Pavago, one of our clients is hiring a high-performing Executive Assistant (EA) to provide high-level administrative and operational support to senior leadership. This is not a basic admin role. You’ll act as: * A gatekeeper * A trusted operator * A project coordinator * A communication hub Your role is to ensure executives stay focused on high-impact priorities while you manage scheduling, communication, logistics, coordination, and execution behind the scenes. If you’re proactive, detail-oriented, highly organized, and thrive in fast-paced environments, this role is built for you. ### **What You’ll Own** ### **Calendar & Executive Scheduling** * Manage complex executive calendars across multiple time zones * Coordinate: * Internal meetings * Client calls * Events * Travel schedules * Prioritize requests and resolve scheduling conflicts proactively * Optimize executive time and daily workflows using: * Google Calendar * Microsoft Outlook ### **Executive Communication & Correspondence** * Draft, proofread, and send professional emails and memos * Screen inboxes, calls, and requests while escalating priority items appropriately * Act as a liaison between executives, clients, vendors, and internal teams * Maintain clear, professional, and timely communication across stakeholders ### **Meeting Preparation & Follow-Up** * Prepare: * Agendas * Briefing notes * Talking points * Meeting materials * Gather and organize background information before meetings * Record notes and action items during meetings * Track follow-ups and ensure deadlines and commitments are completed ### **Travel & Logistics Coordination** * Coordinate domestic and international travel arrangements * Book: * Flights * Hotels * Transportation * Build detailed travel itineraries
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