Executive Assistant (Operations & Client Coordination)

The goal is simple: keep the business organized, keep priorities moving, and make sure nothing falls through the cracks.

If you’re experienced with GoHighLevel (GHL), comfortable supporting a founder, and naturally take ownership without constant direction, this role is a strong fit.

What You’ll Own

Client Communication & Follow-Up

* Manage incoming client inquiries and identify urgent priorities
* Draft and send professional emails, updates, and summaries
* Maintain consistent follow-up with clients
* Track outstanding requests through resolution
* Ensure clients receive timely, professional communication
* Help maintain a smooth and high-quality client experience

Contractor & Project Coordination

Coordinate freelance contractors across active projects and deals.

You’ll:

* Track assignments, deadlines, and deliverables
* Follow up on outstanding work
* Keep stakeholders updated on progress
* Identify potential delays early
* Ensure tasks are completed without requiring constant founder involvement

GoHighLevel (GHL) & CRM Management

Take ownership of GoHighLevel and maintain accurate visibility across clients, deals, and workflows.

Responsibilities include:

* Updating client and deal records
* Maintaining pipeline accuracy
* Organizing client information during onboarding
* Tracking follow-ups and next steps
* Keeping CRM data clean and structured
* Ensuring active opportunities and tasks remain visible

Hands-on GoHighLevel experience is required for this role.

Calendar, Email & Daily Execution

Manage day-to-day scheduling and coordination using:

* Google Calendar
* Gmail
* Google Docs
* Google Drive

You’ll:

* Schedule and coordinate meetings
* Organize daily priorities
* Prepare context and materials before calls
* Track action items and next steps
* Support daily check-ins and execution
* Resolve scheduling conflicts proactively

Research & Reporting

Conduct light operational and market research, including:

* Market comparisons
* Inventory checks
* Data gathering
* Competitor or business research

Turn findings into clear, structured summaries that help leadership make faster decisions.

What Success Looks Like

* Clients receive fast and professional responses
* No important follow-ups or tasks are missed
* GoHighLevel remains clean, accurate, and organized
* Contractors meet deadlines and stay aligned
* Meetings and priorities are coordinated efficiently
* Leadership has clear visibility into active work
* The founder spends less time managing routine execution

What Makes You a Strong Fit

You are:

* Highly organized and detail-oriented
* Proactive rather than instruction-dependent
* Comfortable juggling multiple priorities
* Strong at following through and closing loops
* Professional and confident in client communication
* Reliable and responsive during U.S. business hours
* Calm when priorities change quickly
* Comfortable working directly with a founder
* Able to operate independently with minimal supervision

Required Experience & Skills

Must-Have Experience

* 2+ years of experience supporting a:
* Founder
* Executive
* Small business owner

* Experience managing client communication and follow-ups
* Experience coordinating multiple operational workflows
* Strong hands-on GoHighLevel (GHL) experience — non-negotiable

Tools & Skills

Proficiency with:

* GoHighLevel (GHL)
* Gmail
* Google Calendar
* Google Docs
* Google Drive

Additionally:

* Excellent written and verbal English
* Strong calendar and scheduling skills
* Excellent organization and attention to detail
* Ability to manage shifting priorities
* Ability to work independently in a remote environment
* Reliable high-speed internet and professional remote workspace

Nice to Have

Experience with:

* Gamma
* Google Slides
* PowerPoint
* NotebookLM or similar research tools
* Startup or entrepreneurial environments
* Automotive businesses
* Operations-heavy companies
* Contractor or freelancer coordination

What a Typical Day Looks Like

You might:

* Review client messages and prioritize urgent requests
* Respond to emails and manage follow-ups
* Check contractor progress and outstanding deliverables
* Update GoHighLevel pipelines and client records
* Coordinate meetings and manage the founder’s calendar
* Prepare information and context for upcoming calls
* Conduct market, inventory, or competitor research
* Organize findings and operational updates
* Track action items through completion

In short: You keep communication clear, systems organized, contractors aligned, and daily operations moving so the founder can stay focused on growing the business.

Key Metrics for Success

* Client response time and communication quality
* GoHighLevel CRM accuracy
* Follow-up completion rate
* On-time task and project completion
* Contractor coordination and accountability
* Scheduling accuracy and efficiency
* Operational organization
* Reduction in routine founder involvement

Why This Role Stands Out

* Work directly with a founder
* High ownership over daily business operations
* Direct exposure to client and operational workflows
* Opportunity to become a trusted operational partner
* Hands-on experience with GoHighLevel and modern business systems
* Fully remote working environment
* Potential growth into:
* Senior Executive Assistant
* Operations Coordinator
* Operations Manager
* Chief of Staff

Interview Process

1. Initial Phone Screen
2. Spark Hire Intro Video
3. Video Interview with Pavago Recruiter
4. Client Interview
5. Offer & Onboarding

Apply Now

If you:

* Have strong hands-on GoHighLevel experience
* Have supported founders or executives
* Take ownership without needing constant direction
* Are excellent at client communication and follow-through
* Thrive in fast-paced, operations-heavy environments

We’d love to hear from you.

Apply now and become the operational backbone behind a growing automotive business.

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