Executive Assistant

Executive Assistant (EA) – Remote | Executive Support, Calendar Management & Operations

Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (flexibility required)

About the Role

At 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 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.

Originally posted on Himalayas