Executive Assistant

Executive Assistant (EA) – Remote | Executive Support, Calendar Management & OperationsPosition Type: Full-Time, Remote

Working Hours: U.S. Client Business Hours (flexibility required)

About the RoleAt 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.

What You’ll OwnCalendar & 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 NowIf 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.

Originally posted on Himalayas