What are the responsibilities and job description for the Executive Assistant position at Pavago?
Position Type: Full-Time, Remote
Working Hours: U.S. Client Business Hours (flexibility required)
We’re hiring a high-performing Executive Assistant to support senior leadership in a fast-paced, high-accountability environment.
This is not a basic admin role.
You’ll act as a gatekeeper, operator, and strategic partner — ensuring executives stay focused on high-impact work while you handle execution, coordination, and communication.
If you’re someone who anticipates needs, solves problems before they happen, and thrives under pressure, this role puts you at the center of decision-making.
What You’ll OwnCalendar & Scheduling Management- Manage complex executive calendars across multiple time zones
- Prioritize requests, resolve conflicts, and optimize time usage
- Coordinate meetings using:
- Google Calendar
- Microsoft Outlook
- Ensure executives are always prepared and never double-booked
- Draft, edit, and send professional emails and memos
- Screen inbox, calls, and requests — escalate only what matters
- Act as a liaison between executives, clients, and internal teams
- Maintain clear, professional communication across stakeholders
- Prepare agendas, talking points, and briefing documents
- Gather and synthesize key information before meetings
- Take notes, track action items, and ensure follow-through
- Keep executives aligned on priorities and outcomes
- Coordinate domestic and international travel
- Book flights, hotels, and transportation
- Build detailed itineraries and manage last-minute changes
- Handle expense tracking and reimbursements
- Track executive priorities and ongoing initiatives
- Follow up with teams to ensure deadlines are met
- Conduct research and prepare reports or summaries
- Support decision-making with structured information
- Maintain organized digital filing systems
- Manage document versions, approvals, and workflows
- Handle confidential information with discretion
- Support onboarding/offboarding for senior roles
- Executive calendars run flawlessly
- No missed meetings, delays, or communication gaps
- Executives stay focused on strategy — not admin work
- Tasks are anticipated and handled proactively
- Stakeholders receive fast, clear, and professional responses
- Highly organized and detail-oriented
- Proactive — you think ahead, not react
- Strong communicator with executive-level polish
- Comfortable in fast-paced, high-pressure environments
- Able to manage multiple priorities without dropping quality
- 3 years supporting senior executives
- Experience managing complex calendars and travel logistics
- Proficiency in:
- Google Workspace
- Microsoft Office
- Strong written and verbal English communication
- Ability to manage scheduling across time zones
- High level of discretion and confidentiality
- Experience in startups, agencies, or high-growth environments
- Familiarity with tools like:
- Slack
- Zoom
- Notion
- Asana
- Experience supporting multiple executives
- Exposure to project or operations management
- Review calendar and prepare executive briefing notes
- Manage inbox, filter priorities, and draft responses
- Coordinate meetings, agendas, and logistics
- Handle travel planning or expense tracking
- Follow up on key initiatives and deadlines
- Prepare next-day schedule and priorities
In short:
You ensure the executive operates at maximum efficiency, clarity, and control.
- Calendar accuracy and conflict reduction
- Speed and clarity of communication
- On-time follow-ups and task completion
- Executive satisfaction and dependency reduction
- Smooth travel and logistics execution
- Initial Phone Screen
- Video Interview with Recruiter
- Practical Task (briefing memo or scheduling scenario)
- Client Interview
- Offer & Background Verification
If you’re an execution-focused Executive Assistant who thrives on ownership, precision, and keeping leaders organized, this role gives you direct exposure to high-level decision-making.
Apply now and become the right hand to leadership.