Executive Assistant - Automotive Industry

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  Go High Level  (GHL)
Keep:
client records
pipelines
workflows
notes
follow-ups
organized and accurate
Support onboarding workflows and operational setup processes
Ensure CRM hygiene and operational consistency across systems

Scheduling & Executive Support    Manage calendars, scheduling, and meeting coordination using:
Google Calendar
Gmail
Google Workspace
Coordinate meetings and operational priorities for leadership
Prepare context, notes, and materials ahead of meetings or calls
Help maintain daily operational alignment and follow-through

Research & Reporting Support    Conduct operational and market research including:
vendor research
inventory checks
market comparisons
operational data gathering
Organize findings into actionable summaries and reports
Support leadership with operational decision-making and execution support

What Success Looks Like    Client communication remains fast, professional, and organized
CRM records and workflows stay clean and accurate
Projects and contractor deliverables stay on track
Scheduling and operational coordination run smoothly
Leadership spends less time chasing follow-ups and operational details
Daily operations remain organized, responsive, and execution-focused

What Makes You a Strong Fit    Highly organized with strong attention to detail
Proactive and ownership-focused
Strong multitasking and operational coordination ability
Excellent communicator with professional client-facing skills
Comfortable working independently in a remote environment
Strong follow-through and execution discipline
Calm under pressure while managing shifting priorities

✅ Must-Have Requirements    Experience    2+ years of experience supporting:
founders
executives
operations teams
small business owners
Experience in:
executive assistance
operations coordination
administrative support
client communication

Technical Skills    Strong hands-on experience with:
Go High Level  (GHL)
Google Workspace
Gmail
Google Calendar
Google Drive
Google Docs
Exper…