Executive Assistant

Executive Assistant (EA) – Remote | Executive Support, Calendar Management & Operations

Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (flexibility required)

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.

• 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

• 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

• 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

• Coordinate domestic and international travel arrangements

• Book:

  • Flights
  • Hotels
  • Transportation

• Build detailed travel itineraries

• Handle last-minute travel or scheduling changes efficiently

• Process expense reports and reimbursements accurately

• Track executive priorities, projects, and deliverables
• Conduct research and prepare reports, summaries, or presentations
• 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, approvals, and shared files
• Handle confidential information with professionalism and discretion
• Ensure operational workflows remain organized and efficient

• 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

• Highly organized and detail-oriented
• Proactive and able to anticipate needs before issues arise
• Strong written and verbal communicator
• Comfortable working in fast-paced, high-pressure environments
• Able to manage multiple priorities without losing accuracy
• Professional, polished, and highly dependable

• 3+ years supporting senior executives or leadership teams

• Experience managing:

  • Complex calendars
  • Travel coordination
  • Executive communications

• Proficiency with:

  • Google Workspace
  • Microsoft Office

• Strong written and verbal English communication

• Experience scheduling across multiple time zones

• Ability to handle confidential information professionally

• Experience supporting executives in:

  • Startups
  • Agencies
  • Professional services
  • High-growth companies

• Familiarity with:

  • Slack
  • Zoom
  • Notion
  • Asana

• Experience supporting multiple executives…