Executive Assistant

Summary

Join Pavago as a highly organized and detail-oriented Executive Assistant to provide comprehensive support to our client’s leadership team. This full-time, remote position (CST/EST) is crucial for streamlining daily operations, enhancing communication, managing key projects, and handling administrative tasks. You will act as a liaison between leadership and stakeholders, managing communications, calendars, and projects. The ideal candidate possesses 3-4 years of experience in a similar role, strong communication skills, and proficiency in various software applications. A proactive and responsible approach to problem-solving is essential. The role involves managing emails, scheduling meetings, preparing reports, and handling various administrative duties.

Requirements

• 3–4 years of proven experience in an executive assistant or operations support role
• Experience working with executives who are often unavailable, requiring strong initiative and ownership
• Familiarity with communication tools (Gmail, Slack), calendar tools (Google/Outlook), and cloud-based document systems
• Experience creating presentations and reports in Excel, PowerPoint, Google Sheets, Canva, etc
• Exceptional verbal and written communication skills in English
• Proven ability to reduce executive workload, not add to it

Responsibilities

• Provide high-level executive support to streamline organization, prioritization, and communication across tasks and teams
• Manage email inbox and calendar: sort, prioritize, and respond to routine inquiries with minimal direction
• Handle miscellaneous administrative duties including travel arrangements, meeting and appointment scheduling, and online purchases
• Perform research tasks, manage small projects, and track follow-ups to ensure nothing slips through the cracks
• Act as a reliable gatekeeper and liaison between leadership and internal/external stakeholders
• Draft and manage professional communication (emails, messages, memos) with clarity and timeliness
• Track action items and deliverables from team meetings and ensure accountability
• Coordinate communication between leadership and team members to maintain seamless project flow
• Track, organize, and follow up on projects and tasks using tools like ClickUp, Google Workspace, or other PM platforms
• Ensure recurring tasks and responsibilities are executed reliably without constant supervision
• Create systems to support efficiency and accountability in day-to-day operations
• Start by reviewing emails, messages, and tasks for the day
• Coordinate with leadership and the team for updates, priorities, and upcoming meetings
• Manage communication flows, calendar events, and schedule logistics
• Prepare reports, financial summaries, and presentations
• Tackle miscellaneous tasks from travel arrangements to online research and document preparation
• Ensure all responsibilities are handled smoothly, proactively, and with minimal supervision

Preferred Qualifications

• Familiarity with reporting tools like Salesforce or Tableau is a plus
• Proactive & Responsible : You take initiative, solve problems independently, and don’t let things sit
• Strong Follow-Through : You consistently follow through and complete tasks reliably
• Highly Organized : You can juggle multiple tasks, projects, and communications with attention to detail
• Clear Communicator : You write and speak clearly and professionally across all formats
• Technically Savvy : Comfortable navigating Microsoft Office, Google Workspace, and project management/reporting tools