Pavago
Automotive
ExecutiveAssistant
Neural analysis suggests this role is
optimal for Mid+ candidates.
“Executive Assistant at Pavago. Skills: Client coordination, CRM management, Operations coordination, Executive support. Manage inbound client inquiries. Prioritize urgent client requests”
What You'll Achieve.
Client communication fast and professional; Client communication organized; CRM records clean and accurate; CRM workflows clean and accurate; Projects on track; Contractor deliverables on track; Scheduling runs smoothly; Operational coordination runs smoothly; Leadership spends less time chasing follow-ups; Leadership spends less time chasing operational details; Daily operations organized; Daily operations responsive; Daily operations execution-focused; Responsiveness in client communication; Professionalism in client communication; CRM accuracy; CRM organization; Timely follow-through on tasks; Timely follow-through on operational requests; Scheduling efficiency; Calendar management; Contractor coordination adherence; Deadline adherence; Reduction in operational bottlenecks; Leadership satisfaction; Operational reliability
Industry & Context.
Escalate delays; Escalate issues
What They're Looking For.
Must Have
2+ years experience supporting founders, 2+ years experience supporting executives, 2+ years experience supporting operations teams, 2+ years experience supporting small business owners, Experience in executive assistance, Experience in operations coordination, Experience in administrative support, Experience in client communication, Hands-on experience with GoHighLevel (GHL), Hands-on experience with Google Workspace, Hands-on experience with Gmail, Hands-on experience with Google Calendar, Hands-on experience with Google Drive, Hands-on experience with Google Docs, Experience managing CRM workflows, Experience managing operational tracking systems, Excellent written English skills, Excellent verbal English skills, Attention to detail, Operational accuracy, Ability to manage priorities independently, Reliable remote work setup, Stable internet connection
Nice to Have
Experience in automotive industry operations, Experience in client coordination, Experience in service-based businesses, Familiarity with Gamma, Familiarity with Google Slides, Familiarity with PowerPoint, Familiarity with Notebook LM, Experience supporting founders in fast-paced businesses
What You'll Do.
Manage inbound client inquiries
Prioritize urgent client requests
Draft professional client updates
Send professional client summaries
Send professional client follow-ups
Maintain communication during projects
Maintain responsiveness during projects
Track ongoing conversations
Maintain organized communication workflows
Ensure high-quality client experience
Coordinate with freelance contractors
Coordinate with vendors
Track contractor deliverables
Track vendor deliverables
Track project progress
Maintain communication between contractors
Maintain communication between clients
Maintain communication between leadership
Ensure tasks remain organized
Ensure timelines remain organized
Escalate delays proactively
Escalate operational issues proactively
Keep client records organized
Keep pipelines organized
Keep workflows organized
Keep follow-ups organized
Ensure operational consistency
Support onboarding workflows
Support operational setup processes
Manage meeting coordination
Coordinate meetings for leadership
Coordinate operational priorities for leadership
Prepare context for meetings
Prepare notes for meetings
Prepare materials for meetings
Maintain daily operational alignment
Conduct operational research
Conduct market research
Organize research findings
Create actionable summaries
Support leadership decision-making
Support leadership execution
How You'll Work.
Team & Collaboration
Coordinate with contractors; Coordinate with vendors; Coordinate with clients; Coordinate with leadership
Communication Scope
Client communication; Client updates; Client summaries; Client follow-ups; Professional communication
Process & Methodology
Project coordination, Deliverable tracking, Deadline tracking, Timeline management
Full Job Description
### **🚗 Executive Assistant (Operations, Client Coordination & CRM Management) – Remote | U.S. Hours** **Position Type:** Full-Time, Remote **Working Hours:** U.S. Business Hours ### **🚀 About the Role** At Pavago, one of our clients is hiring an **Executive Assistant (Operations & Client Coordination)** to support daily operations, client communication, CRM management, scheduling, and workflow coordination within a fast-growing automotive business. This is not a basic administrative role. You’ll act as a key operational partner to the founder by helping manage: * client communication * contractor coordination * CRM organization * scheduling and operational workflows * follow-ups and execution tracking * day-to-day operational support This role is ideal for someone who is: * highly organized * proactive * detail-oriented * execution-focused * comfortable managing multiple moving parts simultaneously If you thrive in fast-paced operational environments and enjoy keeping projects, communication, and workflows organized — this role is a strong fit. ### **🔥 What You’ll Own** ### **Client Communication & Coordination** * Manage inbound client inquiries and prioritize urgent requests * Draft and send professional client updates, summaries, and follow-ups * Maintain strong communication and responsiveness throughout active projects * Track ongoing conversations and maintain organized communication workflows * Ensure a high-quality client experience across all touchpoints ### **Contractor & Project Coordination** * Coordinate with freelance contractors and vendors on active projects * Track deliverables, deadlines, and project progress * Maintain communication between: * contractors * clients * leadership * Ensure tasks and timelines remain organized and on schedule * Escalate delays or operational issues proactively ### **CRM & Administrative Operations** * Manage and maintain CRM records inside **GoHighLevel (GHL)** * Keep: * client records * pipelines * workflows * no
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