Executive Assistant (Operations & Client Coordination)
At Pavago · South Africa
- Operations
- Full-time
Where you can work from
Open to South Africa
“South Africa”
From the location.
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- Posted
- 20 May 2026
- First seen by us
- 8 October 2026
- Last checked
- 7 hours ago
Job description
From Pavago’s job post, as they wrote it.
Job Title: Executive Assistant (Operations & Client Coordination)
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours
About the Role:
We are seeking a highly organized and proactive Executive Assistant (Operations & Client Coordination) to support daily operations and client coordination for a fast-growing business in the automotive space.
This role goes beyond basic administrative support—you will act as a key operational partner to the founder, managing client communication, coordinating with contractors, and ensuring smooth execution across multiple workflows. The ideal candidate is detail-oriented, resourceful, and comfortable working in a fast-paced environment with shifting priorities.
Read the full description
Responsibilities:
Client Management
* Manage inbound client inquiries and prioritize urgent requests.
* Draft and send professional client communications, including updates and summaries.
* Ensure timely follow-ups and maintain a high-quality client experience.
Contractor Coordination
* Coordinate with freelance contractors on active projects and deals.
* Track progress and ensure timelines and deliverables are met.
* Maintain clear communication between all stakeholders.
CRM & Administrative Management
* Maintain and organize CRM systems, specifically GoHighLevel (GHL).
* Ensure accurate and up-to-date client and deal records.
* Support onboarding by collecting and organizing client information.
Communication & Scheduling
* Manage calendar scheduling, meetings, and daily priorities using Google Calendar and Gmail.
* Prepare materials and context for client or partner calls.
* Support daily check-ins to ensure alignment on priorities.
Research & Reporting
* Conduct light research including market comparisons, inventory checks, and basic data gathering.
* Support decision-making by organizing and presenting relevant information.
What Makes You a Perfect Fit:
* Highly organized with strong attention to detail.
* Proactive and able to work independently with minimal supervision.
* Comfortable managing multiple workflows in a fast-paced environment.
* Strong communicator who can represent the business professionally.
* Reliable and responsive during U.S. working hours.
Required Experience & Skills (Minimum):
* 2+ years of experience supporting a founder, executive, or small business owner.
* Strong hands-on experience with GoHighLevel (GHL).
* Proficiency in Google Workspace (G Suite), including Gmail, Google Calendar, Docs, and Drive — this is a must-have.
* Experience managing client communication and follow-ups.
* Strong organizational and multitasking abilities.
* Excellent written and verbal English communication skills.
* Ability to work independently and manage shifting priorities effectively.
* Reliable internet connection and professional remote work setup.
Tools & Systems:
Must-Have Tools (Non-Negotiable)
* GoHighLevel (GHL)
* Google Workspace (G Suite): Gmail, Google Calendar, Google Docs, Google Drive
Nice-to-Have Tools
* Gamma (or similar presentation tools)
* Slide creation tools (Google Slides, PowerPoint, etc.)
* Notebook LM or similar tools for organization and research
What Does a Typical Day Look Like?
An Executive Assistant’s day is focused on keeping operations organized and ensuring smooth communication across the business. You will:
* Manage client inquiries and follow-ups.
* Coordinate with contractors and track progress.
* Maintain CRM records and ensure data accuracy.
* Schedule meetings and support daily planning.
* Conduct research and organize key information.
In essence: you are the operational backbone, ensuring nothing falls through the cracks while supporting both clients and internal workflows.
Key Metrics for Success (KPIs)
* Responsiveness and quality of client communication.
* Accuracy and organization of CRM and deal tracking.
* Timely coordination and follow-through on tasks.
* Efficiency in managing schedules and priorities.
* Overall operational reliability and support to the founder.
Interview Process:
* Initial Phone Screen
* Video Interview with Recruiter
* Client Interview
* Offer & Onboarding
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