Executive Assistant

* 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.

What You’ll Own

Calendar & Executive Scheduling

* 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

Executive Communication & Correspondence

* 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

Meeting Preparation & Follow-Up

* 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

Travel & Logistics Coordination

* 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

Project & Operational Support

* 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

Administrative Operations

* 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

What Success Looks Like

* 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

What Makes You a Strong Fit

* 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

Requirements (Must-Have)

Experience

* 3+ years supporting senior executives or leadership teams
* Experience managing:
* Complex calendars
* Travel coordination
* Executive communications

Core Skills

* Proficiency with:
* Google Workspace
* Microsoft Office

* Strong written and verbal English communication
* Experience scheduling across multiple time zones
* Ability to handle confidential information professionally

Nice to Have

* Experience supporting executives in:
* Startups
* Agencies
* Professional services
* High-growth companies

* Familiarity with:
* Slack
* Zoom
* Notion
* Asana

* Experience supporting multiple executives simultaneously
* Exposure to operations or project coordination responsibilities

What a Typical Day Looks Like

* Review executive calendars and prepare briefing notes
* Manage inboxes and prioritize urgent communication
* Coordinate meetings and prepare agendas/materials
* Schedule travel and handle logistics updates
* Follow up on ongoing projects and executive priorities
* Prepare reports, summaries, or documentation
* Organize tasks and prepare next-day schedules

In short: you keep executives organized, informed, and operating at maximum efficiency.

Key Metrics (KPIs)

* Calendar accuracy and reduced scheduling conflicts
* Timely follow-up on executive priorities
* Executive and stakeholder satisfaction
* Accurate travel coordination and expense reporting
* Reduced administrative burden for leadership
* Responsiveness and communication quality

Why This Role Stands Out

* High visibility and direct exposure to leadership
* Opportunity to become a true operational partner to executives
* Fast-paced environment with meaningful ownership
* Strong growth path into:
* Operations Management
* Chief of Staff support
* Project Coordination
* Executive Operations

Interview Process

* Initial Phone Screen
* Video Interview with Pavago Recruiter
* Practical Task (Scheduling or Executive Briefing Exercise)
* Client Interview with Leadership
* Offer & Background Verification

Apply Now

If you:

* Thrive in high-accountability environments
* Enjoy keeping people and operations organized
* Anticipate problems before they happen
* Take pride in precision, responsiveness, and execution

This is a strong opportunity to become the trusted right hand to senior leadership.

#LI-AG1