Pavago is hiring an Executive Assistant

Executive Assistant (EA) – Remote | Calendar, Travel & Executive Support Position Type: Full-Time, Remote Working Hours: U.S. Client Business Hours (Flexibility Required) About the Role We’re hiring a high-performing Executive Assistant (EA) to support senior leadership in a fast-paced, high-accountability environment. This is more than a traditional admin role — you’ll act as a strategic support partner responsible for calendar management, executive communication, travel coordination, meeting preparation, and operational execution. You’ll help executives stay focused on high-impact priorities while ensuring scheduling, follow-ups, communication, and logistics run smoothly behind the scenes. If you’re proactive, organized, detail-oriented, and thrive in fast-moving environments — this role is built for you. What You’ll Do Calendar & Scheduling Management • Manage complex executive calendars across multiple time zones • Coordinate meetings, calls, travel, and scheduling priorities • Resolve calendar conflicts and optimize executive time management • Use Google Calendar, Microsoft Outlook, Calendly, and scheduling tools Executive Communication & Support • Draft, proofread, and send professional emails and communications • Manage executive inboxes and prioritize important requests • Screen calls, messages, and meeting requests • Act as a liaison between executives, clients, and internal stakeholders Meeting Preparation & Follow-Up • Prepare agendas, briefing notes, talking points, and meeting materials • Gather and organize information before meetings • Take notes, track action items, and ensure follow-through • Help executives stay aligned on priorities and deadlines Travel & Logistics Coordination • Coordinate domestic and international travel arrangements • Book flights, hotels, transportation, and itineraries • Manage last-minute travel changes and scheduling adjustments • Handle expense tracking and reimbursements Project & Administrative Support • Track executive priorities, projects, and ongoing initiatives • Follow up with teams to ensure deadlines and deliverables are met • Conduct research and prepare reports or summaries • Maintain organized digital filing systems and documentation • Handle confidential information with professionalism and discretion Requirements • 3+ years of Executive Assistant or senior administrative support experience • Experience supporting executives in fast-paced environments • Strong calendar management and scheduling experience across time zones • Proficiency with Google Workspace and Microsoft Office • Strong written and verbal English communication skills • High attention to detail and organizational ability • Ability to manage confidential information professionally Nice to Have • Experience in startups, agencies, consulting firms, or high-growth companies • Familiarity with Slack, Zoom, Notion, Asana, or similar collaboration tools • Experience supporting multiple executives simultaneously • Exposure to operations, project coordination, or business support workflows What a Typical Day Looks Like • Review executive calendars and prepare daily briefing notes • Manage inboxes, scheduling requests, and executive communication • Coordinate meetings, agendas, and follow-ups • Handle travel planning and logistics management • Track project updates and ensure priorities move forward • Prepare reports, summaries, and next-day schedules In short: you ensure executives operate with maximum efficiency, organization, and clarity. Key Metrics (KPIs) • Calendar accuracy and scheduling efficiency • Timely communication and follow-up execution • Executive satisfaction and operational support quality • Smooth travel coordination and logistics management • Reduction in scheduling conflicts and administrative delays Why Join? • High-visibility role supporting senior leadership directly • Opportunity to work closely with decision-makers and executives • Fast-paced, professional, and growth-oriented environment • Exposure to executive operations and business strategy • Growth opportunities into Operations, Project Management, or Chief of Staff pathways Interview Process • Initial Phone Screen • Video Interview with Recruiter • Practical Task (Executive briefing memo or scheduling scenario) • Client Interview • Offer & Background Verification