Pavago
Staffing and Recruiting
ExecutiveAssistant
Neural analysis suggests this role is
optimal for Mid candidates.
“Executive Assistant at Pavago. Skills: Calendar & Time Protection, Inbox & Communication Management, Cross-Team Coordination, Personal & Lifestyle Operations, Follow-Through & Accountability, Briefing, Research & Process Optimization. Act as the central operator and gatekeeper for a Principal. Protect the Principal's time”
What You'll Achieve.
100% responsiveness: no external email goes unanswered beyond 24 hours; All commitments tracked, surfaced, and completed before deadlines; Principal is fully prepared for every meeting (no reactive gaps); Seamless cross-team execution with clear ownership and follow-through; Flawless execution of travel, scheduling, and personal logistics; Continuous improvement of systems and workflows
Industry & Context.
Push back on low-value meetings and propose better alternatives
U. S. Business Hours
What They're Looking For.
Must Have
Exceptional discretion and ability to handle highly confidential information, Proven ownership mindset and proactive execution style, experience managing calendars, inboxes, and cross-functional coordination, AI-first workflow using tools like Claude (or equivalent) for daily operations, Ability to operate independently without constant direction
Nice to Have
Experience supporting executives in family offices, financial services, real estate, or luxury environments, Exposure to legal, financial, or investment-related workflows, Experience building systems, SOPs, or operational frameworks
What You'll Do.
Act as the central operator and gatekeeper for a Principal
Protect the Principal's time
Manage communications
Ensure seamless execution across business and personal priorities
Own inbound (what reaches the Principal) and outbound (what gets executed across teams)
Own the Principal’s calendar end-to-end across multiple time zones
and protect time blocks
Push back on low-value meetings and propose better alternatives
Prepare the Principal for every meeting with agendas
Triage inbox daily and respond on behalf of the Principal where appropriate
high-quality responses in the Principal’s voice
Ensure no email goes unanswered beyond 24 hours
Maintain visibility across all open threads
Act as the central hub between the Principal and executives
Translate verbal direction into clear action items and written communication
Ensure decisions are communicated and executed without delay
and follow-ups across teams
Coordinate complex travel (domestic & international)
Manage personal scheduling
and lifestyle coordination
Oversee logistics related to residences
Ensure all personal matters run seamlessly without requiring Principal intervention
Track every commitment made by and to the Principal
Maintain a centralized task and reminder system
Proactively follow up on deadlines
Produce weekly summaries of completed tasks
and decisions required
Prepare executive briefs for meetings
Conduct research on counterparties
Operate AI-first using tools like Claude for drafting
Continuously improve systems
and operational processes
How You'll Work.
Team & Collaboration
Act as the central hub between the Principal and executives, attorneys, advisors, and partners; Ensure decisions are communicated and executed without delay; Coordinate meetings, agendas, and follow-ups across teams; Seamless cross-team execution with clear ownership and follow-through
Communication Scope
Native or near-native English (written and spoken); Exceptional written communication (clear, concise, executive-level); Draft clear, concise, high-quality responses in the Principal’s voice; Translate verbal direction into clear action items and written communication
Process & Methodology
Resource planning, Follow-Through & Accountability, Track every commitment made by and to the Principal, Maintain a centralized task and reminder system, Proactively follow up on deadlines, deliverables, and dependencies
Full Job Description
### Job Title: Executive Assistant Position Type: Full-Time, Remote Working Hours: U.S. Business Hours ### About the Role We are hiring an Executive Assistant to act as the central operator and gatekeeper for a Principal managing a diversified portfolio of businesses, investments, and personal commitments. This is not a traditional EA role. This is a high-trust, high-discretion, high-ownership position where you will operate as the Principal’s right hand—protecting their time, managing communications, and ensuring seamless execution across business and personal priorities. You will sit at the intersection of operations, communication, and coordination—owning both inbound (what reaches the Principal) and outbound (what gets executed across teams). ### What You Will Own ### Calendar & Time Protection * Own the Principal’s calendar end-to-end across multiple time zones * Prioritize, schedule, and protect time blocks (including strategic thinking time) * Push back on low-value meetings and propose better alternatives * Prepare the Principal for every meeting with agendas, context, and materials ### Inbox & Communication Management * Triage inbox daily and respond on behalf of the Principal where appropriate * Draft clear, concise, high-quality responses in the Principal’s voice * Ensure no email goes unanswered beyond 24 hours * Maintain visibility across all open threads, pending replies, and commitments ### Cross-Team Coordination * Act as the central hub between the Principal and executives, attorneys, advisors, and partners * Translate verbal direction into clear action items and written communication * Ensure decisions are communicated and executed without delay * Coordinate meetings, agendas, and follow-ups across teams ### Personal & Lifestyle Operations * Coordinate complex travel (domestic & international), including logistics, reservations, and contingencies * Manage personal scheduling, events, and lifestyle coordination (including partner and family logistic
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