Executive Assistant
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Key skills for this role
About the Role
Pavago is hiring an Executive Assistant to support executive leadership remotely during U.S. business hours.
Key Skills for This Role
Responsibilities
- Manage executive calendars and scheduling across multiple time zones
- Coordinate meetings, appointments, and business commitments
- Resolve scheduling conflicts and prioritize executive time effectively
- Prepare agendas, reminders, and meeting materials
- Manage and organize executive inboxes
- Draft, edit, and proofread emails, reports, and internal communications
- Coordinate communication between executives, team members, and external stakeholders
- Arrange domestic and international travel, including flights, accommodations, and itineraries
- Prepare presentations, reports, and business documents
- Organize and maintain digital files and records
- Process expense reports and administrative requests
- Take meeting notes and distribute action items
Requirements
- 2+ years of experience as an Executive Assistant, Administrative Assistant, Virtual Assistant, Operations Coordinator, or similar role
- Experience supporting managers, directors, executives, or leadership teams
- Strong organizational and time management skills
- Excellent written and verbal communication skills
- Ability to work independently in a remote environment
- High level of professionalism, reliability, and attention to detail
- Proficiency in Microsoft Office Suite and Google Workspace
Full Job Posting
Role Overview
- Our client is seeking a highly organized and proactive Executive Assistant to support executive leadership and help keep day to day operations running smoothly.
- This role is ideal for someone who excels at calendar management, executive communications, meeting coordination, and administrative support in a fast paced remote environment.
- The ideal candidate is detail oriented, dependable, resourceful, and capable of managing multiple priorities with minimal supervision.
Key Responsibilities
- Manage executive calendars and scheduling across multiple time zones
- Coordinate meetings, appointments, and business commitments
- Resolve scheduling conflicts and prioritize executive time effectively
- Prepare agendas, reminders, and meeting materials
- Manage and organize executive inboxes
- Draft, edit, and proofread emails, reports, and internal communications
- Coordinate communication between executives, team members, and external stakeholders
- Ensure timely follow up on action items and requests
- Arrange domestic and international travel when required
- Coordinate flights, accommodations, transportation, and itineraries
- Manage travel changes and last minute adjustments
- Track and reconcile travel related expenses
Required Qualifications
- 2+ years of experience as an Executive Assistant, Administrative Assistant, Virtual Assistant, Operations Coordinator, or similar role
- Experience supporting managers, directors, executives, or leadership teams
- Strong organizational and time management skills
- Excellent written and verbal communication skills
- Ability to work independently in a remote environment
- High level of professionalism, reliability, and attention to detail
Preferred Qualifications
- Experience supporting executives in startups, agencies, professional services, or remote organizations
- Experience managing multiple calendars and competing priorities
- Experience coordinating meetings across international time zones
- Familiarity with executive operations and project coordination
Technical Skills
- Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
- Collaboration & Project Management Tools: Slack, Notion, Asana, Trello, Similar platforms
- Video Conferencing: Zoom, Microsoft Teams, Google Meet
What Success Looks Like
- Executive schedules remain organized and optimized
- Meetings, communications, and projects are coordinated efficiently
- Administrative processes run smoothly with minimal oversight
- Leadership receives proactive support and timely follow up
- Priorities stay organized and deadlines are consistently met
Ideal Candidate
- Highly organized and detail oriented
- Reliable and accountable
- Strong communicator
- Resourceful problem solver
- Self motivated and proactive
- Comfortable managing multiple priorities
- Handles confidential information with professionalism
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