Executive Assistant (EA)Calendar Management, Travel Coordination & Executive Support | Remote | U.S. HoursPosition Type: Full-Time, Remote Working Hours: U.S. Client Business Hours — Flexibility RequiredAbout the RoleAt Pavago, one of our clients is hiring a highly organized and proactive Executive Assistant (EA) to provide high-level support to senior leadership in a fast-paced, high-accountability environment.This is more than a traditional administrative role.You’ll serve as a trusted executive support partner responsible for keeping leadership organized, prepared, and focused on the highest-impact priorities.You’ll own key areas including:Complex calendar managementExecutive inbox and communicationDomestic and international travelMeeting preparation and follow-upProject and priority trackingResearch and administrative executionIf you anticipate needs before being asked, communicate professionally, and know how to bring structure to a busy executive’s day, this role is a strong fit.What You’ll OwnCalendar & Scheduling ManagementOwn and optimize complex executive calendars across multiple time zones.You’ll:Coordinate internal and external meetingsManage scheduling requests and prioritiesResolve calendar conflicts proactivelyProtect focus time and high-priority commitmentsCoordinate calls, appointments, and travel around executive prioritiesHandle last-minute scheduling changesEnsure executives have the context they need before each commitmentWork confidently with tools such as:Google CalendarMicrosoft OutlookCalendlyZoomSimilar scheduling platformsExecutive Inbox & CommunicationHelp ensure important communication receives the right attention at the right time.You’ll:Manage and organize executive inboxesIdentify and prioritize urgent or high-value messagesDraft and proofread professional emailsCoordinate communication with clients, partners, and internal teamsScreen meeting requests, calls, and messagesFollow up on outstanding conversationsServe as a professional liaison on behalf of leadershipMeeting Preparation & Follow-ThroughEnsure executives enter meetings prepared and leave with clear next steps.You’ll:Prepare agendas and briefing materialsCompile relevant background informationCreate talking points and meeting notesOrganize documents before meetingsCapture decisions and action itemsAssign and track follow-upsEnsure commitments and deadlines do not fall through the cracksTravel & Logistics CoordinationCoordinate seamless domestic and international travel.Manage:FlightsHotelsGround transportationMeeting logisticsTravel itinerariesYou’ll also:Compare travel options based on executive preferences and schedulesBuild clear, organized itinerariesHandle last-minute changes and disruptionsCoordinate travel around business commitmentsTrack expenses and reimbursementsExecutive Priorities & Project SupportHelp leadership maintain visibility across important initiatives.You’ll:Track executive priorities and deadlinesFollow up with internal teams on deliverablesMaintain project and action-item trackersConduct research and prepare concise summariesGather information needed for executive decisionsSupport special projects and operational initiativesEscalate delays or risks before they become larger problemsDocumentation & Administrative OperationsMaintain organized, reliable systems behind the scenes.You’ll:Organize digital files and documentationMaintain executive records and reference materialsPrepare reports, summaries, and presentations when neededKeep administrative workflows structured and currentHandle sensitive and confidential information with discretionRequired Experience & Skills3+ years of Executive Assistant or senior administrative support experienceExperience directly supporting senior executives or leadership teamsStrong experience managing complex calendars across multiple time zonesExcellent written and verbal English communicationStrong proficiency with:Google WorkspaceMicrosoft OfficeCalendar and scheduling platformsStrong inbox and communication management skillsExcellent organization and attention to detailAbility to prioritize competing requests effectivelyStrong follow-through and deadline managementProfessional judgment when handling confidential informationAbility to work during U.S. client business hours with flexibility when requiredNice to HaveExperience supporting multiple executives simultaneouslyBackground in:StartupsAgenciesConsultingProfessional servicesHigh-growth companiesExperience coordinating international travelFamiliarity with:SlackZoomNotionAsanaSimilar collaboration and project management toolsExposure to:OperationsProject coordinationBusiness administrationChief of Staff-style responsibilitiesWhat Makes You a Strong FitYou:Anticipate needs instead of waiting for instructionsAre exceptionally organized and dependableKnow how to prioritize when everything appears urgentCommunicate professionally with executives and external stakeholdersProtect executive time and attentionRemain calm when schedules or priorities change unexpectedlyFollow through until tasks are fully completedAre comfortable making judgment calls within your area of responsibilityHandle confidential information with discretionCreate structure in fast-moving environmentsTake ownership of details without losing sight of larger prioritiesWhat a Typical Day Looks LikeYour day may include:Reviewing the executive’s calendar and prioritiesPreparing a daily briefing for upcoming meetingsManaging inboxes and responding to scheduling requestsResolving calendar conflicts across multiple time zonesPreparing agendas and meeting materialsCoordinating flights, hotels, and transportationTaking meeting notes and tracking action itemsFollowing up with teams on outstanding deliverablesConducting research and preparing executive summariesUpdating project and priority trackersPreparing the executive’s schedule for the following dayIn short: you ensure executives operate with maximum efficiency, organization, preparation, and clarity while keeping important priorities moving behind the scenes.Key Metrics for SuccessCalendar accuracy and scheduling efficiencyReduction in scheduling conflictsTimely communication and follow-upCompletion of executive action items and prioritiesSmooth and accurate travel coordinationQuality and usefulness of meeting preparationOrganization and accuracy of executive documentationExecutive confidence in day-to-day operational supportWhy This Role Stands OutWork directly with senior leadership and decision-makersHigh visibility across important business initiativesSignificant ownership over executive operationsExposure to business strategy and leadership decision-makingOpportunity to develop deeper operational and project management skillsFully remote environmentPotential career progression into:Senior Executive AssistantExecutive OperationsProject ManagementOperations ManagementChief of StaffInterview ProcessInitial Phone ScreenVideo Interview with Pavago RecruiterPractical Task — Executive Briefing Memo or Scheduling ScenarioClient InterviewOffer & Background VerificationApply NowIf you:Have 3+ years of Executive Assistant experienceAre highly organized and proactiveCan confidently manage complex calendars and travelCommunicate professionally with senior stakeholdersExcel at follow-through and anticipating executive needsThrive in fast-paced, high-accountability environmentsWe’d love to hear from you.Important: Spark Hire Video InterviewAs part of our application process, qualified candidates will be invited to complete a one-way video interview through Spark Hire.This is your opportunity to introduce yourself and highlight your experience with executive support, complex calendar management, inbox management, travel coordination, meeting preparation, stakeholder communication, and operational follow-through.We recommend sharing specific examples of executives you have supported, the complexity of the calendars or travel you managed, how you handled competing priorities or last-minute changes, and ways you proactively helped leadership operate more efficiently.Please complete your Spark Hire interview promptly after receiving the invitation. Candidates who do not complete the video interview may not move forward in the hiring process.#ExecutiveAssistant #EA #ExecutiveSupport #CalendarManagement #TravelCoordination #AdministrativeSupport #ExecutiveOperations #Operations #RemoteJobs #VirtualAssistant #RemoteWork #ChiefOfStaff
Executive Assistant (EA)
Calendar Management, Travel Coordination & Executive Support | Remote | U.S. Hours
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 high-level support to senior leadership in a fast-paced, high-accountability environment.
This is more than a traditional administrative role.
You’ll serve as a trusted executive support partner responsible for keeping leadership organized, prepared, and focused on the highest-impact priorities.
You’ll own key areas including:
- Complex calendar management
- Executive inbox and communication
- Domestic and international travel
- Meeting preparation and follow-up
- Project and priority tracking
- Research and administrative execution
If you anticipate needs before being asked, communicate professionally, and know how to bring structure to a busy executive’s day, this role is a strong fit.
What You’ll Own
Calendar & Scheduling Management
Own and optimize complex executive calendars across multiple time zones.
You’ll:
- Coordinate internal and external meetings
- Manage scheduling requests and priorities
- Resolve calendar conflicts proactively
- Protect focus time and high-priority commitments
- Coordinate calls, appointments, and travel around executive priorities
- Handle last-minute scheduling changes
- Ensure executives have the context they need before each commitment
Work confidently with tools such as:
- Google Calendar
- Microsoft Outlook
- Calendly
- Zoom
- Similar scheduling platforms
Executive Inbox & Communication
Help ensure important communication receives the right attention at the right time.
You’ll:
- Manage and organize executive inboxes
- Identify and prioritize urgent or high-value messages
- Draft and proofread professional emails
- Coordinate communication with clients, partners, and internal teams
- Screen meeting requests, calls, and messages
- Follow up on outstanding conversations
- Serve as a professional liaison on behalf of leadership
Meeting Preparation & Follow-Through
Ensure executives enter meetings prepared and leave with clear next steps.
You’ll:
- Prepare agendas and briefing materials
- Compile relevant background information
- Create talking points and meeting notes
- Organize documents before meetings
- Capture decisions and action items
- Assign and track follow-ups
- Ensure commitments and deadlines do not fall through the cracks
Travel & Logistics Coordination
Coordinate seamless domestic and international travel.
Manage:
- Flights
- Hotels
- Ground transportation
- Meeting logistics
- Travel itineraries
You’ll also:
- Compare travel options based on executive preferences and schedules
- Build clear, organized itineraries
- Handle last-minute changes and disruptions
- Coordinate travel around business commitments
- Track expenses and reimbursements
Executive Priorities & Project Support
Help leadership maintain visibility across important initiatives.
You’ll:
- Track executive priorities and deadlines
- Follow up with internal teams on deliverables
- Maintain project and action-item trackers
- Conduct research and prepare concise summaries
- Gather information needed for executive decisions
- Support special projects and operational initiatives
- Escalate delays or risks before they become larger problems
Documentation & Administrative Operations
Maintain organized, reliable systems behind the scenes.
You’ll:
- Organize digital files and documentation
- Maintain executive records and reference materials
- Prepare reports, summaries, and presentations when needed
- Keep administrative workflows structured and current
- Handle sensitive and confidential information with discretion
Required Experience & Skills
- 3+ years of Executive Assistant or senior administrative support experience
- Experience directly supporting senior executives or leadership teams
- Strong experience managing complex calendars across multiple time zones
- Excellent written and verbal English communication
- Strong proficiency with:
- Google Workspace
- Microsoft Office
- Calendar and scheduling platforms
- Strong inbox and communication management skills
- Excellent organization and attention to detail
- Ability to prioritize competing requests effectively
- Strong follow-through and deadline management
- Professional judgment when handling confidential information
- Ability to work during U.S. client business hours with flexibility when required
Nice to Have
- Experience supporting multiple executives simultaneously
- Background in:
- Startups
- Agencies
- Consulting
- Professional services
- High-growth companies
- Experience coordinating international travel
- Familiarity with:
- Slack
- Zoom
- Notion
- Asana
- Similar collaboration and project management tools
- Exposure to:
- Operations
- Project coordination
- Business administration
- Chief of Staff-style responsibilities
What Makes You a Strong Fit
You:
- Anticipate needs instead of waiting for instructions
- Are exceptionally organized and dependable
- Know how to prioritize when everything appears urgent
- Communicate professionally with executives and external stakeholders
- Protect executive time and attention
- Remain calm when schedules or priorities change unexpectedly
- Follow through until tasks are fully completed
- Are comfortable making judgment calls within your area of responsibility
- Handle confidential information with discretion
- Create structure in fast-moving environments
- Take ownership of details without losing sight of larger priorities
What a Typical Day Looks Like
Your day may include:
- Reviewing the executive’s calendar and priorities
- Preparing a daily briefing for upcoming meetings
- Managing inboxes and responding to scheduling requests
- Resolving calendar conflicts across multiple time zones
- Preparing agendas and meeting materials
- Coordinating flights, hotels, and transportation
- Taking meeting notes and tracking action items
- Following up with teams on outstanding deliverables
- Conducting research and preparing executive summaries
- Updating project and priority trackers
- Preparing the executive’s schedule for the following day
In short: you ensure executives operate with maximum efficiency, organization, preparation, and clarity while keeping important priorities moving behind the scenes.
Key Metrics for Success
- Calendar accuracy and scheduling efficiency
- Reduction in scheduling conflicts
- Timely communication and follow-up
- Completion of executive action items and priorities
- Smooth and accurate travel coordination
- Quality and usefulness of meeting preparation
- Organization and accuracy of executive documentation
- Executive confidence in day-to-day operational support
Why This Role Stands Out
- Work directly with senior leadership and decision-makers
- High visibility across important business initiatives
- Significant ownership over executive operations
- Exposure to business strategy and leadership decision-making
- Opportunity to develop deeper operational and project management skills
- Fully remote environment
- Potential career progression into:
- Senior Executive Assistant
- Executive Operations
- Project Management
- Operations Management
- Chief of Staff
Interview Process
- Initial Phone Screen
- Video Interview with Pavago Recruiter
- Practical Task — Executive Briefing Memo or Scheduling Scenario
- Client Interview
- Offer & Background Verification
Apply Now
If you:
- Have 3+ years of Executive Assistant experience
- Are highly organized and proactive
- Can confidently manage complex calendars and travel
- Communicate professionally with senior stakeholders
- Excel at follow-through and anticipating executive needs
- Thrive in fast-paced, high-accountability environments
We’d love to hear from you.
Important: Spark Hire Video Interview
As part of our application process, qualified candidates will be invited to complete a one-way video interview through Spark Hire.
This is your opportunity to introduce yourself and highlight your experience with executive support, complex calendar management, inbox management, travel coordination, meeting preparation, stakeholder communication, and operational follow-through.
We recommend sharing specific examples of executives you have supported, the complexity of the calendars or travel you managed, how you handled competing priorities or last-minute changes, and ways you proactively helped leadership operate more efficiently.
Please complete your Spark Hire interview promptly after receiving the invitation. Candidates who do not complete the video interview may not move forward in the hiring process.
#ExecutiveAssistant #EA #ExecutiveSupport #CalendarManagement #TravelCoordination #AdministrativeSupport #ExecutiveOperations #Operations #RemoteJobs #VirtualAssistant #RemoteWork #ChiefOfStaff
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!"
