Executive Assistant

Executive Assistant (EA) Executive Support | Calendar Management | Travel Coordination | Remote 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 highly organized and proactive Executive Assistant (EA) to provide strategic administrative and operational support to senior leadership. This is more than a traditional administrative role. You ll serve as a trusted partner, helping executives stay focused on high-impact priorities by managing calendars, coordinating travel, handling executive communications, preparing meetings, and ensuring projects and follow-ups move forward seamlessly. If you thrive in fast-paced environments, anticipate needs before they arise, and excel at keeping executives organized and productive, this role is an excellent opportunity. What You ll Own Calendar & Scheduling Management • Manage complex executive calendars across multiple time zones. • Coordinate meetings, calls, travel, and scheduling priorities. • Resolve scheduling conflicts and optimize executive availability. • Utilize Google Calendar, Microsoft Outlook, Calendly, and related scheduling tools. • Ensure executives are fully prepared for upcoming meetings and commitments. Executive Communication & Support • Draft, proofread, and send professional emails and executive communications. • Manage executive inboxes, prioritizing urgent requests and correspondence. • Screen calls, messages, and meeting requests. • Serve as a liaison between executives, clients, vendors, and internal stakeholders. • Handle confidential information with professionalism and discretion. Meeting Preparation & Follow-Up • Prepare meeting agendas, briefing documents, presentations, and talking points. • Gather and organize supporting materials before meetings. • Take meeting notes, document action items, and track follow-ups. • Ensure deadlines, priorities, and deliverables remain on schedule. Travel & Logistics Coordination • Coordinate domestic and international travel arrangements. • Book flights, hotels, transportation, and complete travel itineraries. • Manage last-minute schedule changes and travel adjustments. • Track travel expenses and assist with reimbursements. • Ensure seamless travel logistics for executives. Project & Administrative Support • Track executive priorities, projects, and ongoing initiatives. • Follow up with internal teams to ensure deliverables and deadlines are met. • Conduct research and prepare reports, summaries, and briefing materials. • Maintain organized digital filing systems and documentation. • Support operational initiatives and special projects as assigned. Requirements Must-Have Qualifications Experience • 3+ years of Executive Assistant or senior administrative support experience. • Experience supporting executives in fast-paced business environments. • Proven experience managing complex calendars across multiple time zones. • Experience coordinating executive travel and logistics. Technical Skills • Proficiency with Google Workspace and Microsoft Office. • Strong experience using calendar and scheduling tools. • Excellent written and verbal English communication skills. • Outstanding organizational, multitasking, and time management abilities. • Ability to maintain confidentiality and handle sensitive information professionally. Nice-to-Have • Experience supporting startups, agencies, consulting firms, or high-growth organizations. • Familiarity with Slack, Zoom, Notion, Asana, ClickUp, or similar collaboration platforms. • Experience supporting multiple executives simultaneously. • Exposure to operations, project coordination, or business support functions. What Makes You a Strong Fit • Exceptionally organized with outstanding attention to detail. • Proactive and able to anticipate executive needs. • Strong communicator who builds trust across teams and stakeholders. • Calm under pressure and adaptable to changing priorities. • Highly dependable with excellent follow-through. • Comfortable working independently in a remote environment. What a Typical Day Looks Like • Review executive calendars and prepare daily briefing notes. • Manage inboxes, scheduling requests, and executive communications. • Coordinate meetings, agendas, and follow-up actions. • Arrange travel plans and manage logistics. • Track project updates and ensure priorities stay on schedule. • Prepare reports, summaries, and next-day planning materials. In short: You enable executives to operate at peak efficiency by managing schedules, communication, travel, and operational priorities with accuracy and professionalism. Key Metrics for Success (KPIs) • Calendar accuracy and scheduling efficiency. • Timely communication and follow-up completion. • Executive satisfaction with operational support. • Smooth travel coordination and logistics management. • Reduction in sche...