Executive Assistant (EA) – Remote | Executive Support, Calendar Management & OperationsPosition Type: Full-Time, Remote Working Hours: U.S. Client Business Hours (flexibility required)About the RoleAt 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 gatekeeperA trusted operatorA project coordinatorA communication hubYour 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 OwnCalendar & Executive SchedulingManage complex executive calendars across multiple time zonesCoordinate:Internal meetingsClient callsEventsTravel schedulesPrioritize requests and resolve scheduling conflicts proactivelyOptimize executive time and daily workflows using:Google CalendarMicrosoft OutlookExecutive Communication & CorrespondenceDraft, proofread, and send professional emails and memosScreen inboxes, calls, and requests while escalating priority items appropriatelyAct as a liaison between executives, clients, vendors, and internal teamsMaintain clear, professional, and timely communication across stakeholdersMeeting Preparation & Follow-UpPrepare:AgendasBriefing notesTalking pointsMeeting materialsGather and organize background information before meetingsRecord notes and action items during meetingsTrack follow-ups and ensure deadlines and commitments are completedTravel & Logistics CoordinationCoordinate domestic and international travel arrangementsBook:FlightsHotelsTransportationBuild detailed travel itinerariesHandle last-minute travel or scheduling changes efficientlyProcess expense reports and reimbursements accuratelyProject & Operational SupportTrack executive priorities, projects, and deliverablesConduct research and prepare reports, summaries, or presentationsFollow up with departments to ensure tasks remain on trackSupport onboarding and offboarding coordination when requiredAdministrative OperationsMaintain organized digital filing systems and documentationManage document versions, approvals, and shared filesHandle confidential information with professionalism and discretionEnsure operational workflows remain organized and efficientWhat Success Looks LikeExecutive calendars run smoothly with minimal conflictsMeetings, travel, and logistics are coordinated flawlesslyCommunication is timely, clear, and professionalExecutives stay focused on strategic priorities instead of admin tasksFollow-ups and deliverables are consistently completed on timeStakeholders trust your organization, responsiveness, and reliabilityWhat Makes You a Strong FitHighly organized and detail-orientedProactive and able to anticipate needs before issues ariseStrong written and verbal communicatorComfortable working in fast-paced, high-pressure environmentsAble to manage multiple priorities without losing accuracyProfessional, polished, and highly dependableRequirements (Must-Have)Experience3+ years supporting senior executives or leadership teamsExperience managing:Complex calendarsTravel coordinationExecutive communicationsCore SkillsProficiency with:Google WorkspaceMicrosoft OfficeStrong written and verbal English communicationExperience scheduling across multiple time zonesAbility to handle confidential information professionallyNice to HaveExperience supporting executives in:StartupsAgenciesProfessional servicesHigh-growth companiesFamiliarity with:SlackZoomNotionAsanaExperience supporting multiple executives simultaneouslyExposure to operations or project coordination responsibilitiesWhat a Typical Day Looks LikeReview executive calendars and prepare briefing notesManage inboxes and prioritize urgent communicationCoordinate meetings and prepare agendas/materialsSchedule travel and handle logistics updatesFollow up on ongoing projects and executive prioritiesPrepare reports, summaries, or documentationOrganize tasks and prepare next-day schedulesIn short: you keep executives organized, informed, and operating at maximum efficiency.Key Metrics (KPIs)Calendar accuracy and reduced scheduling conflictsTimely follow-up on executive prioritiesExecutive and stakeholder satisfactionAccurate travel coordination and expense reportingReduced administrative burden for leadershipResponsiveness and communication qualityWhy This Role Stands OutHigh visibility and direct exposure to leadershipOpportunity to become a true operational partner to executivesFast-paced environment with meaningful ownershipStrong growth path into:Operations ManagementChief of Staff supportProject CoordinationExecutive OperationsInterview ProcessInitial Phone ScreenVideo Interview with Pavago RecruiterPractical Task (Scheduling or Executive Briefing Exercise)Client Interview with LeadershipOffer & Background VerificationApply NowIf you:Thrive in high-accountability environmentsEnjoy keeping people and operations organizedAnticipate problems before they happenTake pride in precision, responsiveness, and executionThis is a strong opportunity to become the trusted right hand to senior leadership.#LI-AG1
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:
- 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.
#LI-AG1
Pavago - Connecting You to Global Remote Opportunities 🌍At Pavago, we redefine the boundaries of talent recruitment. Dive into a world where your geographical location doesn't restrict your career aspirations. As a distinguished international recruitment agency, we specialize in connecting remote talents with companies eager to tap into global expertise.🌟 Why Consider Opportunities Through Pavago?Competitive Pay: Command the salary you deserve, regardless of where you reside.Broad Horizons: Unlock a wide array of remote positions spanning diverse industries and regions.Skill Enrichment: Work alongside international teams, contribute your unique insights, and amplify your career trajectory.Whether you're a seasoned professional hunting for a novel global venture or a budding talent keen on leaving an international imprint, Pavago is your conduit to businesses that appreciate and seek out worldwide perspectives.Embrace a realm where opportunities transcend borders. Together, let's pioneer the next era of remote work. 🚀Explore global opportunities with us today!"
Pavago - Connecting You to Global Remote Opportunities 🌍
At Pavago, we redefine the boundaries of talent recruitment. Dive into a world where your geographical location doesn't restrict your career aspirations. As a distinguished international recruitment agency, we specialize in connecting remote talents with companies eager to tap into global expertise.
🌟 Why Consider Opportunities Through Pavago?
Competitive Pay: Command the salary you deserve, regardless of where you reside.
Broad Horizons: Unlock a wide array of remote positions spanning diverse industries and regions.
Skill Enrichment: Work alongside international teams, contribute your unique insights, and amplify your career trajectory.
Whether you're a seasoned professional hunting for a novel global venture or a budding talent keen on leaving an international imprint, Pavago is your conduit to businesses that appreciate and seek out worldwide perspectives.
Embrace a realm where opportunities transcend borders. Together, let's pioneer the next era of remote work. 🚀
Explore global opportunities with us today!"
