Executive Assistant

Executive Assistant – Calendar, Travel & Executive Support

Full-Time | Remote | U.S. Business Hours

About the Role

At Pavago, one of our clients is hiring an experienced Executive Assistant (EA) to provide high-level support to senior leadership in a fast-paced environment.

This is more than traditional administrative support. You’ll manage complex calendars, executive communications, travel, meeting preparation, and critical follow-ups — helping leadership stay focused on their highest-priority work.

We’re looking for someone who is proactive, highly organized, discreet, and excellent at anticipating needs before they become problems.

What You’ll Own

Calendar & Executive Support

• Manage complex calendars across multiple time zones

• Coordinate meetings, calls, appointments, and scheduling priorities

• Resolve conflicts and protect executive focus time

• Manage scheduling through Google Calendar, Outlook, Calendly, and similar tools

Inbox & Communication

• Manage and prioritize executive inboxes

• Draft and proofread professional emails and correspondence

• Screen meeting requests, messages, and priorities

• Coordinate communication with clients, teams, and external stakeholders

Meetings & Follow-Through

• Prepare agendas, briefing notes, and meeting materials

• Gather relevant information before executive meetings

• Take notes and track action items

• Follow up with stakeholders to ensure commitments and deadlines are met

Travel & Logistics

• Coordinate domestic and international travel

• Book flights, hotels, transportation, and detailed itineraries

• Handle last-minute travel and scheduling changes

• Support expense tracking and reimbursements

Projects & Administration

• Track executive priorities and ongoing projects

• Conduct research and prepare concise reports or summaries

• Maintain organized digital files and documentation

• Handle sensitive information with professionalism and discretion

What We’re Looking For

• 3+ years of Executive Assistant or senior administrative experience

• Experience directly supporting senior executives

• Strong calendar management across multiple time zones

• Excellent written and spoken English

• Strong proficiency with Google Workspace and Microsoft Office

• Exceptional organization, prioritization, and attention to detail

• Strong follow-through and ability to work independently

• Professional handling of confidential information

• Flexibility to support U.S. client business hours

Nice to Have

• Startup, agency, consulting, or high-growth company experience

• Experience supporting multiple executives

• Familiarity with Slack, Zoom, Notion, Asana, or similar tools

• Operations or project coordination experience

What Success Looks Like

• Executive calendars remain accurate and optimized

• Scheduling conflicts and administrative delays are minimized

• Important emails and follow-ups never get missed

• Meetings are properly prepared and action items are completed

• Travel runs smoothly, including last-minute changes

• Leadership can confidently rely on your organization and execution

Why This Role Stands Out

• Direct exposure to senior leadership and decision-makers

• High ownership and visibility

• Opportunity to develop executive operations experience

• Fully remote environment

• Growth opportunities into Executive Operations, Project Management, Operations Management, or Chief of Staff roles

Interview Process

• Initial Screening

• Spark Hire Intro Video

• Recruiter Interview

• Practical Executive Support / Scheduling Task

• Client Interview

• Offer & Onboarding

Apply Now

If you’re an experienced Executive Assistant who excels at calendar management, executive communication, travel coordination, and proactive follow-through, we’d love to hear from you.

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Originally posted on Himalayas