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

1. Initial Screening
2. Spark Hire Intro Video
3. Recruiter Interview
4. Practical Executive Support / Scheduling Task
5. Client Interview
6. 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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